You've searched for suppliers, created an RFP, and sent it out to your top venue choices. Now that you're using the Cvent Supplier Network, the process of comparing, contrasting, and selecting the best supplier for your event is easy and fast. So you can just pick your venue and move on, right?
Not exactly. But after spending time and effort on your RFP process, you may be tempted to do just that. You'd rather move on with the planning of the event or meeting itself.
However, it's important to not leave your bidders hanging. After all, just like you worked hard to create and send an RFP, they worked hard to come up with a proposal for you.
Before you move on from the RFP process completely, make sure you:
• Answer their questions. You were able to include custom questions in your RFP, and now suppliers may have questions for you in their proposal. Make sure to address what they're asking, even if you are not sure you will award them the RFP.
• Explain your decision. For both the supplier you choose and for those you decline, provide a reason. Perhaps the sleeping room rate was too high, your preferred dates were unavailable, or you simply decided to go with another venue. You don't need to pen them a long letter, but provide enough details for them to understand your reasoning.
• Be timely. You know how frustrating it is to have to wait forever on suppliers to whom you've sent RFPs. The same holds true for proposals. Stick to your decision deadline, and let suppliers know what your decision is right away. It may be a letdown to not get your business, but the sooner you let them know, they sooner they can open up those dates for other planners.