Below are the minimum requirements for a prototype version of MyEventRFP for CVBs:
Simple "Request for Proposal" form with easy to understand elements (no industry lingo)
Username and Password to log back into a bids review site to view bids from properties
Verifiable email address to send customer link to bids review web page
Make mandatory only the questions Hotel needs in order to provide a real bid back to the customer
An easy form to view all bids in a apples-to-apples grid to allow the customer the ability to quickly decide which hotels offer the best value
Provide the customer three options with every returned bid - accept, decline, re-negotiate
Customer must be given access to a clean and robust property information page to view photos, look at a map of the property, see general and amenity information, and have access to the public rates offered during their event, etc.
If the hotel bid accommodates all requested items (sleeping rooms, meeting rooms, and F&B) allow the customer the ability to re-negotiate terms with only one hotel at a time resulting in a conditional contract if the hotel accepts terms without modification.
If RFP requires more then one hotel to accommodate all items requested, customer can re-negotiate with more than one property at a time.
Customer must be able to view only "available hotels" for the date of their event if they select their dates are not flexible on the RFP form from the winnowed down list we provide based on their property preferences they select on the RFP Form.
If customer identifies themselves as a certified Travel Agent of Meeting Planner we must give them the option to request commission and rebate revenue
There must be a email dunning process to ensure the customer views bids and accept, declines, re-negotitates or cancels event.
Limits on number of RFPs sent based on rooms needed / group size
Search for Hotel by Address / Landmark
Disclose hotel contact info upon accepting bid
Hotel Staff Must-Have:
Basic information about the type of event, meeting room requirements, sleeping room requirements, F&B requirements, etc.
A clean and clear email giving them the basic "teaser" data needed to quickly decide whether they want to response the the RFP or not.
Give them the ability to click a "not interested in this RFP" link on the email which will take the to a page that tells them "declining the opportunity to bid (or ignoring a RFP) may impact the number and types of RFP they receive in the future" and give them one last chance to recant their decline
Highlight the areas of the RFP they are required to complete to make it apparent what needs to be completed in order to return the RFP to the customer
Explain the process to the person filing out the RFP so they know when they can expect a acceptance, decline or re-negotiation of their bid.
Once a customer accepts a bid, send a congratulations email with instructions regarding the next required steps (send a "PDF contract terms doc").
If the hotel is declined by the customer, or if the customer accepts another bid that accommodates the RFP, send a polite "thank you for your participation, but the customer has selected another property" email announcement.
Hotels need to know which properties they are competing with for this business
A tool allowing hotel to request additions or changes to their property information we have on file
Ability to decline bid on actual RFP
Drop-down with "reason for decline"
Have access to public rates link on Sleeping Room section
Dunning emails to hotels as reminder to respond to RFP's
Disclose event organizer contact upon bid acceptance
CVB Personnel Must-Haves:
Must be given a view of everything that is going on with each RFP.
Must have access to a online report telling them which hotels are or aren't responding the the RFP with contact information to allow the CVB personnel the ability to intervene and encourage the hotel to respond (ordered by date urgency)
Provide a report showing the last time the customer logged into the review bids screen with contact information so CVB can contact the customer if they aren't following through with the process.
Must have access to a report they can email to hotels showing them all the leads they were send for a specific period of time and the result of those leads
Ability to flag hotels to discontinue their receiving RFP's (poor response, non-membership)
If a customer selects 5 properties to receive a bid from and after X amount of time and before the response deadline, no bids have been placed by selected properties, we need to automatically expand the list of properties to similar properties (algorithm I will outline in separate document).
Overall Pick-up Report by brand to share with Brand and Chain partners to help Pete sell the brand or chain on creating a group rate plan code for instant response for groups requesting sleeping rooms only.
We need a map that outlines the various areas of the city or metro area in which customers can narrow their search. These "neighborhoods" or "hotel districts" will be provided by the CVB
We need to add a "neighborhood" label to our property database to include in the individual property data so a customer can select hotels in that neighborhood or others (check boxes, not multiple choice) to send out their RFP
Event Organizer cannot select closed-to-bid-date inside X days of RFP submittal
If an email address doesn't exist for a selected property, an email need to go out to an appropriate person that can look up the email address for the group manager at the property and add it to our database
MyEventRFP.com Division of Alliance Reservations Network 22601 North 19th Avenue, Suite 201 Phoenix, AZ 85027