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  • 1.  Multi-faceted event - targeting the right decision makers

    Posted 01-20-2020 08:53
    We are a national comedy competition looking for a venue to host our year end finals. We require a HUGE comp room ask to accommodate our VIP industry guests (who serve as an incentive for comedians to register and attend). We have the added value for a venue of bringing 16 fully produced professional comedy shows to draw in an audience to the property. This works best with casinos that can then convert those visits into revenue from gaming and food & beverage.

    When submitting our RFP, the needs - and more specifically the benefits - of the festival are very difficult to articulate. We generally are either 1) immediately turned down by group sales, or 2) passed along to marketing (who seem to be a stronger point of entry to discuss our event); but we really need many branches of a venue to invest in our event.

    My question is whether there are any suggestions on the composition of our RFP that will make it more obvious that it is a multi-departmental entity, rather than just a room block request. I tried to explain our needs in the notes, but even that has lead to a great deal of confusion for venues.

    Thanks in advance for any suggestions you may have. I have attached a couple of fact sheets that explain the needs, benefits and economic impact of the festival.

    Jason
    #SourcingaVenue

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    Jason Rowland
    The World Series of Comedy
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  • 2.  RE: Multi-faceted event - targeting the right decision makers

    Posted 01-23-2020 09:19
    In your supporting documents that you can attach to an RFP, include the history of the event including locations and venues. This will show future venues that your event is legit. See if you can share your past contact's info for reference or a testimony. Pictures might help as well. Also a list of past and future comedians might help. You could possibly see if you can trade publicity for the hotel with social media posts from the event or the specific comedians.

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    Shannon Harrison
    Event Manager
    EQIS
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  • 3.  RE: Multi-faceted event - targeting the right decision makers

    Posted 01-23-2020 20:34
    Thank you for the reply and suggestions

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    Jason Rowland
    The World Series of Comedy
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  • 4.  RE: Multi-faceted event - targeting the right decision makers

    Community MVP
    Posted 01-23-2020 09:39
    Jason,

    I would ensure to attach some additional documents such as maybe a preferred layout, history, and such.

    We receive leads that are low on room block or might add rooms later, that we assign to our Convention Services team and they reach out to the venues to secure space or with Sports, they need to secure venues first and then add rooms...

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    Andrea Timbes
    CRM Administrator
    Visit Fort Worth
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  • 5.  RE: Multi-faceted event - targeting the right decision makers

    Posted 01-23-2020 20:35
    Good suggestions, thanks!

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    Jason Rowland
    The World Series of Comedy
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  • 6.  RE: Multi-faceted event - targeting the right decision makers

    Posted 01-23-2020 10:34
    I sometimes find it helpful to send an additional document with a "tentative" schedule of events and function space required within each scheduled event. I think for some venues seeing it laid out in schedule format is a great way to show that there is a lot more going on than just room block needs.

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    Julie Schnepp
    Conference Coordinator
    Acton Institute
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  • 7.  RE: Multi-faceted event - targeting the right decision makers

    Posted 01-23-2020 20:36
    Really good idea - thanks!

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    Jason Rowland
    The World Series of Comedy
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