Banquet Facilities

When it comes to event site selection and sourcing, our meeting planner clients express the same concern time and time again: How do I get a response to my RFPs?

Planners want to know what it takes to get a response from a venue, whether it be Yes or No. After all, it's better to get a regret notice of "We received your request, but cannot meet it," rather than be left wondering if the request was even received and read.

There are some tips to maximize responses that planners can use when creating an RFP. For example, planners need to stay flexible in their requirements. Offer alternative event dates. This way, a hotel that can meet all your requirements but happens to be booked can respond to say they would be available for the following weekend.

Show flexibility in details such as your meeting room requirements by listing multiple room set-up types on your RFP. Often times, venues can arrange meeting rooms traditionally used for one event into a layout that suits your needs (for example, a banquet hall arranged into theater seating.)

Another best practice for RFP creation is to be as detailed as possible. What type of event is this? How many attendees are expected? What's your estimated budget? What is the agenda? Being specific will better inform your venue as to whether or not it can meet your needs, which means you'll more likely get a response.

Add details about your organization's events (how many events you host per year, whether this is a one-time or annual event, etc.). This lets a venue know that, though it can't accommodate you this time, you could be a business partner in the future. Venues that see opportunities for future business will certainly not let your RFP go without a regret response of "No, but please keep us in mind next year."

Despite what your past success with RFPs may have indicated, venues want your business—they just need to know a relationship with a planner is realistic. Simple changes in your RFP creation can go a long way in your response rate. To learn more about getting the most out of your RFPs, contact us about the Cvent Supplier Network today.