Government Connections - Spring 2012 - (Page 42)
THE MEETING MINUTE
RFPs – Those Important Extras
By Lynette I. Schick, CMP
WE PROBABLY ALL know the standard items that need to be in our RFPs: group demographics, proposed or set dates, arrival/departure patterns, space, food/beverage and AV needs, agenda, etc. But have you thought about the extra items that should be included to make sure you have all the necessary information to select a site? Here are a few to consider: What other groups will be in your hotel over my proposed dates? Having this information will ensure that your public hearing isn’t placed next door to a sales rally, tap-dancing senior troupe or a group that may have a conflict with the subject matter of your meeting. When was the date and scope of your last renovation? Ask about soft goods, sleeping rooms and public space. This is particularly important if you don’t have the option of visiting the site yourself. Use these questions to give you a sense of the condition of the property. What are the dates and scope of your current or next scheduled renovation? This could tell you if you run the risk of your meeting being bumped due to schedules slipping, or if your
attendees may be trying to meet with saws buzzing and hammers pounding. Green meetings. Explain your property’s environmental program and policies related to: recycling program; linen/towel use option communicated to guests; easy access to public transportation or shuttle services; bulk dispensers or reusable container programs for beverages, foods or condiments; reusable serving utensils, napkins, tablecloths. Emergency preparedness. Ask about the property’s emergency plan. Identify any issues that may require additional security over the dates you are on property. Note that this may be at the expense of your agency. Make it clear that these items are part of your evaluation criteria and should be addressed. If any of these have critical importance to the outcome of your meeting, they should be moved up higher in your evaluation criteria. G
Lynette I. Schick, CMP is a past national president of SGMP and a current member of the Gilmer Institute of Learning.
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42 533797_Marriott.indd 1 CONNECTIONS | Spring 2012 GOVERNMENT
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Table of Contents for the Digital Edition of Government Connections - Spring 2012
Travel Tips & Trends
Good to Know
Dieting on a Per Diem
Navigating the NEC Expo
Getting to Know You
Building Strong Relationships
What Do You Do?
The Meeting Minute
Government Connections - Spring 2012