What Should My RFP Include? : Ministry Serving Ministry Blog

In a previous post (read here), I discussed why anyone planning an off-site meeting or event should utilize an RFP (request for proposal) process. Using an RFP process will result in more competitive and complete bids, less telephone tag, smoother negotiations and no big surprises.

The best way to achieve these positive results is by creating your own RFP. Should you choose to do this, here is a list of items you will want to consider including in your RFP:

Name/address of sponsoring organization
Your contact information
Preferred method of response (mail, fax, email, phone, etc)
Deadline for RFP submission and schedule for decision making process
Title of the meeting/event
Brief description of meeting goals, objectives and/or purpose
Meeting history for the past 3 years, if possible
Overview of attendee demographics
Preferred city or region
Possible meeting dates, including days of the week meeting is held and whether or not dates are flexible
Type of property preferred (i.e. downtown, airport, resort, Christian facility, etc.)
Projected sleeping room block, including info on arrival/departure patterns and estimate of single, double, triple, quad occupancy, etc.
Desired room rate range (this will help hotels know if they can be competitive or not)
Meeting space requirements, including size of rooms, registration area, staff area, 24-hour holds, etc.
Meeting schedule for each day
Exhibit information (i.e. # of booths, type of booths, set up and tear down times), if applicable
Food and beverage needs (i.e. breaks, catered meals, dietary requirements, etc.)
Expectations related to waived meeting room rental and complimentary rooms
Any other information that will help make your group more attractive to the hotel or conference center