Putting Together Your Next Event RFP

Brandi McGrath Kong, Director of Member Services

August 6, 2020

What does it take to put together a Request for Proposal (RFP) for your next event? Event planning experts Kerry Kerr and Dan Gassel of HelmsBriscoe recently shared their top tips during an exclusive webinar just for Sertoma members.

According to Kerr, a majority of event contract negotiations now begin with an electronic RFP. While traditional paper RFPs have long been part of the event game, platforms like CVENT are now making it easier than ever before for organizations to share their meeting and event needs with hotels and venues from all over the world.

There are three major components of an event RFP: 

  1. Event Details: This portion of your request would outline things like your dates, location, room rate range, billing setup and attendee demographics. Kerr and Gassel suggested including things such as the age of your attendees, how active they are, how likely they are to travel with their families and how likely they are to spend money on additional services (shopping, restaurants, spas, etc.) at the hotel/venue. 
  2. Sleeping Room and Meeting Space Needs: Under this part of your RFP, your club will want to incorporate things like the types of sleeping rooms you will need, what types of food and beverage you’d like, AV needs, meeting room needs and setups, and any special functions the hotel/venue should be aware of up front.
  3. Concessions: The final part of your proposal request will encompass anything your club wants to receive in return for its business. Typical concessions include one complimentary room for every 40 sleeping rooms, no-attrition clauses, rebates, hotel reward points and room upgrades. Room upgrades and the 1-per-40 can be especially attractive as this can allow you to use a hotel room for things like a board meeting rather than having to pay for additional meeting space.

Click here to get more tips and watch the complete webinar.

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