MyEventRFP has created an online automated application to help individuals planning an event needing sleeping rooms only; or, sleeping rooms with meeting space and food & beverage. Whether the person using this application is a Meeting Planner handling a corporate event, or an individual in charge of putting together an out-of-town family reunion, the entire process is intuitive, and will only take minutes to complete. Here is an overview of the steps in the process
Step 1: Request for Proposal (RFP)
The first step in the process starts with the completion of the interactive RFP form, which dynamically expands based on the information provided to help a hotel or resort properly provide a quote including rates and availability. Since the planner only answers relevant questions, the process is fast, easy, and relevant. Steps can include: basic group or event information, meeting space requirements, food and beverage, sleeping room requirements, and more.
Once the group or event details have been entered, the application shows a list of venues from a selection of over 112,000 thousand properties worldwide that best match the selected criteria for each event. Once the RFP has been sent, it is now the venue's turn to respond.
Step 2: Venue Response
MyEventRFP has paid close attention to what venues including hotels and resorts are looking for in an RFP. Venues require the key points of the event so that they can respond to the RFP quickly and effectively. The venues understand that an RFP is simply the first step toward the ultimate goal of winning your business.
Once the venue complete the RFP based on the event's specific requirements, the venue will also enter important details such as any deposits required or an attrition clause. Another key feature in this interactive application is that each venue will know which of their local competitors the RFP was also sent to, ensuring your RFP is given special consideration.
Step 3: Review Bids
Each time a venue completes a bid for approval, the group planner receives an email containing a link to review that bid along with all other offers on a grid for a apples-to-apples comparison. All the details will be presented in a precise, easy-to-read format that will be understandable to everyone from the general public to the most seasoned meeting planner. Every item that in the RFP will have a corresponding response from the venue. This overview will leave no doubt what the hotel has offered to host a group or event.
Step 4: Negotiate
A planner can accept, decline or negotiate a bid through a counter offer. Unlike other RFP online forms that basically gives the planner to only "take it or leave it", MyEventRFP offers the unique feature that allows a planner the ability to negotiate with the venue with a few easy keystrokes. This feature also gives the venue the opportunity to adjust their pricing or terms to earn the business. No more countless emails back and forth or redlining contact documents through a fax. This automated and proprietary process is fast, simple and easy.
Step 5: Contract
Finally, once a planner has accepted the venue's offer, it is now time for the venue to send the planner a final contract. To ensure the terms in the contract are exactly the same as the terms the planner and venue have agree to, a PDF copy of all the terms will be sent to each party to make sure everything is in order. This PDF file will include everything the venue normally includes into their own group and event contracts, so NO surprises.
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