requests for proposals (rfp): creating, managing and surviving the process daphne j. meyers, cmm
TRANSCRIPT
Requests for Proposals (RFP): Creating, Managing and Surviving the Process
Daphne J. Meyers, CMM
Today’s Presenter Daphne J. Meyers, CMM
Managing Partner, Red Barn Group Strategic Event Consultant Adjunct Instructor, Minnesota State University - Moorhead
Recovering Corporate Planner (Microsoft) Meeting Professionals International
Minnesota Chapter –Vice President of Leadership Development
Platinum Series Speaker Certified Global Trainer and Senior Cadre Member
Flow for today First half (until 2:45pm)
RFP Process from the ASK to the ANSWER Second half (3:00pm – 4:30pm)
Panel discussion Q&A
What if…
Today Learn key elements to include in all RFP’s
in both the request and the response Understand the importance of the RFP
process in the overall success of business partnerships
List of resources to improve your RFP process
Your experiences? most pleasant least pleasant craziest?
It starts where it starts… relationship planning process success or failure
Suggestions on where to start review past events with team
what worked? what hurt? what can never happen again? where did we get surprised?
review post event reports and evaluations ask “like” organizations what they put in
their RFP’s and their process
Gold Standardhttp://conventionindustry.org/apex/Panels/RFPs.htm
Service Contractor Single Facility Audiovisual Destination Management Transportation
THE ASK
Building the RFP info about group/meeting needs/
demographics/history philosophy of meeting/organization
goals and objectives stakeholders why are you having meeting?
specifications on what is needed – (details! details! details!)
Building the RFP deal breakers requirements of requesting organization
special stuff and clauses (competitors, legal stuff the lawyers say, construction, noise, attrition, special concessions, green, risk)
requirements of responding organization insurance/financial referrals/references
Building the RFP information on organization(s)
annual report past materials
information on past service providers direct to service being requested provided by others in past
Building the RFP budget process
who owns? who pays? what is determined by who?
Process SHARE this in RFP
how many respondents and who? timing, decision timeline (by who), how
decision will be made factors and ratings system that will be used
(experience, cost) submission guidelines (how accepted)
steps to decision after RFP’s are received
Please (with sugar on top) DON’T! ask for intellectual property expect to get ideas at the RFP level
THE ANSWER
Responding to RFP do your homework
work your networks (past vendors, employees, other suppliers)
ask lots of questions to make sure you have all information needed to respond
determine if you can make suggestions for services outside of RFP
spell out ALL charges, fees and policies that will be in contract – hide nothing!!
Responding to RFP build comprehensive RFP response kit,
so you can “plug and play” model your response to request – not
your own template let your personality and uniqueness
come through copyright your document
After submission… what next steps are – face to face?
presentation? follow-up on regular basis set-up face-to-face meeting if you don’t get business, find out who did
and why
Summary… What is one thing you will change in your
next RFP ask or response?
Break
Panel Discussion
Our Panel David Jewell, CMP
Regional Vice President, Helms Briscoe Anne Marie Sklar, CMP
Senior Manager, Events Deloitte Management Services
Jennifer Glynn, MAGlobal Account ExecutiveMarriott Global Sales Organization
Greg Ganest CEO, The Meeting Encore Group Inc.
Thank you!!