@MPIGNY - Spring 2014 - (Page 23)
BY BARBARA F. DUNN
t's that time of year: spring cleaning. While most of us should
be tackling cleaning out our closets or basements, one often
overlooked document for cleaning is the request for proposal
(RFP) document organizations distribute for their meetings and
events. If you have been guilty of not reviewing and updating your
RFP in a long time, now is the perfect time to tackle that task!
Following is a summary of trends and considerations for
organizations as they tackle the task of cleaning their RFP:
Background and History
❏ Details as to the type of meeting, tentative schedule and a
description of the people who will be attending the meeting.
❏ History of hotels where the meeting has been held and
corresponding data as to room block utilization, food and
beverage revenue and ancillary spending.
❏ Discounts on use of in-house audio-visual provider.
❏ Complimentary internet in guest-rooms.
❏ Complimentary access to fitness center.
❏ Credit to master account based on a percentage of total master
Room Block Attrition
❏ Specify percentage of minimum room block pickup (e.g., 75
percent of contracted room block).
❏ Detail how attrition fee will be calculated (e.g., use of lost profit
vs. full room rate).
❏ Requirement for organization to get credit for resold rooms.
❏ Right to review information and documentation upon the billing
of any attrition fee to verify the calculation of any fee due.
❏ Summary of room types needed including percentages of
singles and doubles, as well as suites.
❏ Detail as to number of government rated rooms needed.
❏ Requirements for the organization's right to increase or to
decrease the room block.
❏ For resorts, detail room type by location and/or view.
❏ Information as to whether the rates need to be net,
non-commissionable or commissionable.
❏ Details as to whether a rebate needs to be added to the room rate.
❏ Commitment that the hotel shall not offer (or at least publicize)
lower rates over the blocked dates.
❏ Requirements for pre/post rates.
❏ Detail reservations process.
❏ Individual room cancellation policy requirements.
❏ Method of managing any walk situation including requirement
to provide alternate equal or better accommodations at nearby
hotels and transportation to and from the hotel.
❏ Complimentary rooms and suites.
❏ Complimentary upgrades to suites.
❏ Complimentary rooms ration (e.g., 1:40) and right to utilize
earned but unused complimentary rooms as a credit to the
organization's master account.
❏ Discounts on food and beverage.
❏ Detail room and set up requirements.
❏ Requirement for complimentary space and set up.
❏ Statement that there shall be no reassignment of function
space without the group's prior written consent.
❏ Specify need for any 24 holds on function space.
❏ Requirement for ensuring no competitor or conflicting groups
are utilizing function space during group's meeting.
❏ Specify right to quiet enjoyment of space and hotel's obligations
to address any related issues.
Audio-Visual and Technology
❏ Audio-visual requirements including use of outside vendors and
the group's own equipment at no additional charge.
❏ Detail technology requirements in function space including
number of users and number of devices, as well as required
bandwidth and security.
❏ Summary of process to address any technology issues including
the group's right to remediate the problems at hotel's cost.
❏ Summary of group's requirements as to cancellation fee being
based on a sliding scale and lost profit vs. full room revenue.
❏ Requirement for group to receive credit for resold rooms.
❏ Right for group to rebook another meeting and to receive credit
back for cancellation fees.
Rights of Cancellation without Liability
❏ Detail of force majeure provision including items on the
"grocery list" of bad things which could happen.
Continued on page 24
Table of Contents for the Digital Edition of @MPIGNY - Spring 2014
Ask the Board
Speaking the Language of Sustainability
11 Delivering the ‘green’ at AIBTM 2014
IMEX America’s Sustainability Efforts: Greenhouses, Gardens and Growing Commitments
A CSR Preview of MPI’S WEC 2014
Greening Trends: Meeting Planners ‘go Local’ to Drive Down Costs
Sustainability at Caneel Bay Resort
Let’s Get Physical: Team Building for the Active Attendee
Mpigny’s Engaging Evening
Notes From the Field
Asheville CVB Injects Unique Destination Flare Into Meetings
History Comes Alive in Boston
@MPIGNY - Spring 2014