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Category: Cvent rfp

It may seem like a relatively easy task with the onset of electronic or eRFPs. But it can actually create confusion, clutter, and competitiveness among the hospitality sector if the RFP is not written clearly and the target venues are not adequately defined.

The buyer is interested in the procurement of services in this case hotel guest rooms, meeting, trade show space, food and beverage, etc. The requirements are all the same in order to evaluate responses in a comprehensive and fair manner. They could also just be looking to change due to a flux in meeting requirements — the meeting is significantly larger or smaller, the budget was slashed or the format is being overhauled.

Whatever the reason, it is now time to look around. However, be certain you are ready for a change. Take the time to give the recipient of your RFP a comprehensive overview of your company and the meeting you are asking them to bid on. Make sure the vendor understands your needs and why you think their hotel or convention centre is a good fit. Be sure to include why you are issuing the RFP. Are you trying a new city? Unsatisfied with the previous venue?

Also be sure to include in your narrative what worked and what did not work in your previous meetings. Last, discuss the strengths and challenges with this event. You are letting them know as much about your conference on a macro level, thus reducing uncertainty and hopefully encouraging the hotel marketing staff to complete your request. Tell them in a clear and concise manner what you are looking for from the event host. Is this a one-shot event or are you looking to hold this meeting for multiple years at this destination?

Is there a possibility that if everything goes well, this venue can be put into your meeting rotation? Let them know up front — because the possibility of future business can help them sweeten the deal even more.

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What are the top three to five things your organisation hopes to accomplish from this event, and how can the venue help? Be sure to start with your name, as well as the names of the company and the event. Let them know what type of market segment you fall into — association, corporate, government, non-profit, religious or social. The sales staff at the hotel or convention centre generally have their staff defined in these segments, which allows the most qualified person to best answer your inquiry.

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Let them know if this is a first-time event. If it is not, share how many years you have been holding it, as well as averages in the following areas over the past three years: total attendance, total room nights booked, and meeting space used.

Let them know how many days your conference is and if you need sleeping rooms and meeting space before or after the event ends. In addition, it is vital to tell them the dates you are thinking of holding the event and whether or not those dates are flexible.

Identify your meeting space requirements the best you can.

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Again, looking at history will help but if you have no history to go on, determine how many general sessions this is the session where everyone attends and how many simultaneous breakout sessions smaller, individual meetings you will conduct. Also, find out the maximum capacity available on their largest room, both general and breakout.

Tell the respondent about your attendees. Give them a sense of their age, gender, occupation, education level, locations and whether most of them are driving or flying into the destination.

Identify what they like to do on their conference downtime. Go to the beach, use the fitness centre, golf, hang out by the pool and use the spa? Or are they most likely to go off-site to visit attractions and eat at local restaurants? Are these possibilities within walking distance from the convention centre or hotel? Ask the hotel to identify what they have to offer based on your attendee needs.It may seem like a relatively easy task with the onset of electronic or eRFPs.

But it can actually create confusion, clutter, and competitiveness among the hospitality sector if the RFP is not written clearly and the target venues are not adequately defined. The buyer is interested in the procurement of services in this case hotel guest rooms, meeting, trade show space, food and beverage, etc.

The requirements are all the same in order to evaluate responses in a comprehensive and fair manner. They could also just be looking to change due to a flux in meeting requirements — the meeting is significantly larger or smaller, the budget was slashed or the format is being overhauled. Whatever the reason, it is now time to look around. However, be certain you are ready for a change. Take the time to give the recipient of your RFP a comprehensive overview of your company and the meeting you are asking them to bid on.

Make sure the vendor understands your needs and why you think their hotel or convention center is a good fit. Be sure to include why you are issuing the RFP. Are you trying a new city? Unsatisfied with the previous venue? Also be sure to include in your narrative what worked and what did not work in your previous meetings. Last, discuss the strengths and challenges with this event. You are letting them know as much about your conference on a macro level, thus reducing uncertainty and hopefully encouraging the hotel marketing staff to complete your request.

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Tell them in a clear and concise manner what you are looking for from the event host. Is this a one shot event or are you looking to hold this meeting for multiple years at this destination? Is there a possibility that if everything goes well, this venue can be put into your meeting rotation? Let them know up front — because the possibility of future business can help them sweeten the deal even more.

What are the top three to five things your organization hopes to accomplish from this event, and how can the venue help? Be sure to start with your name, as well as the names of the company and the event. Let them know what type of market segment you fall into — association, corporate, government, non-profit, religious or social.

The sales staff at the hotel or convention center generally have their staff defined in these segments, which allows the most qualified person to best answer your inquiry. Let them know if this is a first-time event. If it is not, share how many years you have been holding it, as well as averages in the following areas over the past three years: total attendance, total room nights booked and meeting space used.

Let them know how many days your conference is and if you need sleeping rooms and meeting space before or after the event ends.

cvent rfp

In addition, it is vital to tell them the dates you are thinking of holding the event and whether or not those dates are flexible. Identify your meeting space requirements the best you can.

Again, looking at history will help but if you have no history to go on, determine how many general sessions this is the session where everyone attends and how many simultaneous breakout sessions smaller, individual meetings you will conduct.Cvent RFP management tools can help your business become more operationally efficient.

Streamline and automate manual processes to handle RFPs, improve the quality of the responses you send, and ultimately win more business by responding to more and better qualified leads.

Hoteliers, venues, and destinations benefit from using RFP operational tools by streamlining administrative processes so they can spend more time interacting with clients and owning their relationships. Our hospitality cloud experts are ready to help you grow and own your business. Please fill out the quick form and they will reach out with more information on our solutions, pricing, or to schedule an online demo.

Learn More. Looking to discover, learn, and implement new ideas in your business? Check out the collection of assets in our Content Library to access the latest thought leadership, reports, and other tools. Cvent Hospitality Cloud hosts a variety of events to help hotels and destinations get market insights, learn about Cvent products, connect with planners, and network with other industry professionals.

Skip to main content. Get in touch. Be More Productive. Win More Business.

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Benefits Be more productive by streamlining and automating manual processes to handle RFPs. Win more business by responding to more and better qualified leads. Improve the quality of the responses you send back to planners. Help your bottom-line growth as well as your top line. Features Escalation and Routing Rules that prioritize and send RFPs to the right people to ensure consistent and efficient workflows.

Alerts to show managers how RFPs are being handled at the property level and by regional and national sales teams.

cvent rfp

Insight into why planners declined your bids. Integration with other hospitality platforms. Analytics tools to help you track progress and optimize efforts based on metrics such as response time, decline rate, and much more.

Need more information? Select your session below.Cvent solutions help you engage with planners and travel managers throughout the decision-making process. Convert prospects into loyal customers.

Get visibility for your hotel or destination while event planners and corporate travel buyers are searching for venues and lodging. Maximize value with solutions to handle room blocks, drive online bookings, and manage rate programs across channels.

Looking to discover, learn, and implement new ideas in your business? Check out the collection of assets in our content library to access the latest thought leadership, reports, and other tools. Cvent Hospitality Cloud hosts a variety of events to help hotels and destinations get market insights, learn about Cvent products, connect with planners, and network with other industry professionals. Skip to main content. Select your session below.

Select Session Details. Please select offer Type. Get in touch. Price Quote. Online Demo. Sign me up for. Meetings and Events. Group Business Now. Web Surveys I'm looking on behalf. What type of organization are you? Are you a planner or an exhibitor? Select One Planner Exhibitor.

First Name. Last Name. Organisation Type. Select One Agency Corporate Supplier. Organization Website.Having an effective, efficient RFP management process is essential to increasing your chances of winning this business. This blog will explain how hoteliers can create an RFP process that will help win planner business, improve relationships and make repeat business more likely.

RFPs are bound to come to you. But the quantity and quality of RFPs you receive will depend on how well you market your property. Here are some pointers:. Depending on the company you are preparing an RFP for and the size of your own, response deadlines will vary. However, with so many properties competing, time is of the essence.

Lanyon RFP Training

You need to be agile and quick to respond, without compromising the quality of your RFP response. The most successful RFP responses consist of clear and concise solutions.

Find Incredible Venues. Request Quotes. Book Event Space.

The last thing you want is for time spent prioritising to eat away at your time spent responding. And this means more time to dedicate to responses. Cut time spent responding by having different templates prepared, with high-quality, well-written responses.

Dynamic fields will help you tailor the proposal to the planner in question. For example, the language and fields of a wedding RFP template will differ to a corporate travel template. This will help you provide each planner or travel manager with the correct information, in the format that works best for them.

cvent rfp

While templates might be handy, you want to ensure each response is tailored and personalised for the planner or travel manager. Use your CRM to add personal touches. Your past relationship with the planner, requirements, or why they took their business elsewhere in the past are good things to know. Your sales team should always be thinking about how they can provide extra value.

Providing alternate dates to book with your venue and offering concessions and promotions is a great way to go that extra mile and will help them in their decision-making process.For any questions related to Cvent, feel free to contact our Customer Care team.

Displaying of promotions Reset All. With diverse meeting spaces and endless choices, plan your next meeting in Houston with Marriott International. Fairmont Dallas is proud to offer one-stop, complete meeting and event services. Dallas, TX.

cvent rfp

Hosting an event in Orlando? Three independently owned hotels with oversq. All able to provide the amenities, signature dining venues and expertise you need. That is the Rosen Difference. Our spaces range from intimate boardrooms to expansive ballrooms, and inspired food and drink is always within reach. When your events and ideas are too big for one venue, expand your horizons with the French Quarter Connection, a venue partnership from the New Orleans Marriott and the Sheraton New Orleans Hotel.

Where larger-than-life ideas become one-of-a-kind experiences. A world premiere at this scale - Radisson Hotel Group is offsetting the carbon footprint for all meetings and events held at our hotels worldwide, at no cost to clients. Farmington, PA. Located in the heart of downtown Indianapolis, The Alexander features stunning guest rooms, including 52 extended stay suites, and 16, sq. Our stylish restaurant and lounge offer creative cuisine and handcrafted cocktails.

Cvent Header logo. Joseph MO - St. Think outside the box. Think Houston for your next meeting. View Details Marriott Hotels of Houston.Event marketers and planners are no strangers to making changes on the fly. When crisis impacts your entire program, how do you react? Going virtual can be necessary for your event program. How can you ensure attendees are engaged throughout the event?

Get this complete guide to reaching and attracting planners, managing RFPs efficiently, and maximizing your profits. Business conferences and events are changing, and traditional meeting destinations are changing along with them. Find a venue. Learn more about the new supplier network. Cvent provides easy-to-use, integrated technology solutions to maximize the impact of meetings and events of all sizes.

We help organizations plan and market events, execute onsite, engage audiences and measure and analyze results. Skip to main content. Remember my choice. Fast track your virtual meetings When you need to add virtual to your event program, Cvent can help. See how. Discover our latest group business data and signs of a brighter future.

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Improve Your Venue’s RFP Process with 6 Simple Steps

Cvent in the news. Read the article. As Business Conferences Change, Their Hosts Are Changing, Too Business conferences and events are changing, and traditional meeting destinations are changing along with them. Read more. Visit the Cvent newsroom. Find the perfect venue on the new Cvent Supplier Network Find a venue Learn more about the new supplier network.

A comprehensive platform for your events Cvent provides easy-to-use, integrated technology solutions to maximize the impact of meetings and events of all sizes.

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