Executive Committee Mtg 04-16-24

President's Report

Page 46 of 55

12/14/2023

RFP Preparation

A request for proposals is sent to vendors to get the best price and fit for your meeting. It defines the things required and desired.

Destinations & Venues

There are different RFPs for different vendors. Customize your RFPs for needs.

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Company Name + organizational overview Primary contact name/contact information Preferred dates (+ any flexibility) Meeting objectives Attendee profile Meeting format (+ agenda if available) Basic destination requirements Reply-by deadline and decision deadline RFP Components

Hotel RFP

Total number / room nights Room types Arrival /departure pattern Requested rate range Comp and upgrade requests or requirements Method of processing reservation Individual vs. group rooming list

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Space Requirements

Food & Beverage

Meeting/meal rooms • Number and size • Time (24-hour hold) • Location • Set up / AV Other function space • Registration / info • Operations • Exhibits

Number and type of food functions Location or space requirements Specific or unusual menu requests Budget parameters

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