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RFP's

  • 1.  RFP's

    Community MVP
    Posted 12-14-2021 16:58
    What it the most important items planners want to see on a RFP response from a hotel
    #BiddingonGroupBusiness
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    #ManagingRoomBlocks
    #ManagingVirtualEvents
    #ReportingandInsights
    #SourcingaVenue
    #ExecutingStrategicMeetingsManagement
    #PromotingYourEvent

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    Colleen Beck
    Director of Sales & Marketing
    The Westin Tampa Bay
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  • 2.  RE: RFP's

    Community MVP
    Posted 12-16-2021 11:09
    Hi Colleen, 

    The very first thing we look for, ideally in the body of the email with the fuller proposal attached, is (unsurprisingly) the room rate and F&B minimum. 
    Next we consider parking, resort fee, and wifi cost. 
    Then the RFP-specific concessions we asked for (how many comp rooms per room booked, custom menus, comp hardline, comp meeting room rental, etc.). 
    Finally, because we are a union, we look up the union status of the hotel - we prefer to patronize hotels whose staff is unionized. 

    Hope that helps!

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    Béline FALZON
    Conference Program Specialist II
    California Teachers Association
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  • 3.  RE: RFP's

    Community MVP
    Posted 12-17-2021 12:22

    Hello Beline, 

    Thanks so very much!  I appreciate you taking time to share! 

    Happy holiday's to you and yours! 



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    Colleen Beck
    Director of Sales & Marketing
    The Westin Tampa Bay
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  • 4.  RE: RFP's

    User Group Member
    Posted 12-16-2021 15:26
    The first thing we want to see that that the hotel has rooms available at our asking price and for shoulder date availabiity.
    Next would be AV strengths, parking, and consessions.

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    Mary Ann Hall
    Events Specialst
    Federal Reserve System
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  • 5.  RE: RFP's

    Community MVP
    Posted 12-17-2021 12:24
    Awesome Mary Ann, appreciate your response! 

    AV has certainly become most important in this pandemic! 

    Quick question regarding parking, are you looking for complimentary parking or discounting parking rates?

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    Colleen Beck
    Director of Sales & Marketing
    The Westin Tampa Bay
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  • 6.  RE: RFP's

    Posted 12-17-2021 10:55
    At the moment we are looking at covid protocol, and if the space can be accommodated with appropriate distancing. Next would be room rate and F&B minimums.

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    Beth Vriesen
    Associated Bank Corporation
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  • 7.  RE: RFP's

    Community MVP
    Posted 12-17-2021 12:25
    Hello Beth, 

    With the Covid protocol and appropriate distancing are you finding hotels charging meeting room rental because of the increased meeting space needed to accommodate the distancing?

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    Colleen Beck
    Director of Sales & Marketing
    The Westin Tampa Bay
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  • 8.  RE: RFP's

    Posted 12-20-2021 03:44
    I would like to see detailed proposal and very detailed cancellation policies and deadlines. To understand safety measures COVID-19 related would also be great.

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    Maria Pedrosa
    EMEA Event Manager
    W.L. Gore & Associates
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  • 9.  RE: RFP's

    Community MVP
    Posted 12-20-2021 15:38
    Thanks Maria, 

    Appreciate the feedback!

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    Colleen Beck
    Director of Sales & Marketing
    The Westin Tampa Bay
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  • 10.  RE: RFP's

    Community MVP
    Posted 12-20-2021 09:31

    Hi Colleen,
    Beline nailed it as usual:
    - the room rate 
    -F&B minimum 

    Next we consider parking, resort fee, and wifi cost. 
    Then the RFP-specific concessions we asked for (how many comp rooms per room booked, custom menus, comp hardline, comp meeting room rental, etc.). 

    In our case, we request few sleeping rooms for our one-day event, so we appreciate knowing the minimum number of sleeping rooms required for different scenarios of room rental and F&B minimum (ie meeting room comped, F&B minimum lowered, etc.). 



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    Lori Wildman
    Senior Marketing Manager
    DuCharme, McMillen & Associates, Inc.
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  • 11.  RE: RFP's

    Community MVP
    Posted 12-20-2021 15:41
    Hello Lori! 

    Thanks for the information!  I've not heard "comp hardline" that's new to me.  

    Happy holidays to you and yours! 2022 is going to be great! :)

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    Colleen Beck
    Director of Sales & Marketing
    The Westin Tampa Bay
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  • 12.  RE: RFP's

    User Group Member
    Posted 12-20-2021 14:34
    Most important item is always Rate, and Availability. As a hotelier I try to over communicate with what we have to offer to save them time later from having to ask if we offer something. After rate and confirming room types, I think would come amenities included that could add to the cost; breakfast, parking, wi-fi.

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    Teresa James
    Director of Sales & Marketing
    DoubleTree by Hilton Gainesville
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  • 13.  RE: RFP's

    Posted 12-27-2021 14:15
    Rate and room availability, but also making sure all requested concessions are addressed in the proposal.

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    Amy Zientek
    Director Of Sales
    Visit Lubbock The Convention and Visitors Bureau
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