Joan Eisenstodt answers additional questions from the 04.27.16 Site Selection: Finding the Right Fit webinar.
Q1: I would like a copy of your RFP template! Where can I access this?
A1: I needed this nudge! I need to clean up and redo the RFP template and response sheets. I promise by early July to have them ready. We'll figure out a way to post them.
Q2: When sending out your RFP, do you recommend first sending it to the local CVBs and waiting for a response or instead sending directly to hotels that you are interested in?
A2: It depends. I have initial response sheets that I send with the RFP to DMOs and to hotel GSOs unless the client ONLY wants one or two specific hotels in one city.
The response sheets have timelines for what and when.
Q3: For the negotiation portion of the site visit, is it important during the inspection to mention that the destination is in review or is confirmed?
A3: Ah! Good question. Being transparent is important at every step. The parties sending proposals need as much information as possible so they can provide what you need at the get-go.
Q4: When the DMO or vendors ask for the amount of budget before the quotation, is it correct to let them know or wait for the quotation?
A4: It's a tough call, right? I recommend giving a range of rates or budget and not whether it's inclusive (of tax, service and other charges) or exclusive. Again, the more information provided upfront the better the proposal and the faster we all can make decisions.
Q5: I have a convention that is slightly a “space hog” compared to my room block. Many hotels don't seem to want to even offer a proposal ... any advice?
A5: Did you hear my sigh?! Here's the thing: our industry hasn't caught up on the hotels and convention centers rooms:space ratio while we are looking at education delivery that often does take more space. I mean, maxing out a room is not necessarily in the best interest of education.
So 1. Let's all try to educate each other about why (hmm … good blog topic maybe?) and 2. Consider budgeting to pay for meeting space. For venues it's a matter of wanting to maximize their revenue for the available space. Explain why you need the space and then see what you can negotiate.
And this may take time to explain to your organization why space is not necessarily free.
Q6: I'm finding that our annual venue of choice is increasing our room rates year after year (while their competitors are not). Do you recommend a specific way to make the request for them to keep those rates level and have them honor it?
A6: For this I need more information. I'm going to email you and see if I an offer some recommendations.
Q7: Due to the high demand at hotels: I would not request a contract with the hotel unless I am 99% sure that the client will select this property. It seems that the best way to keep the first option on the space by requesting and working on the contract. If there is a second group interested in the space over the same dates already have a good contract in place and hopefully the contract will be signed and returned in 72 hours. Do you consider this good business practice?
A7: IF I'm reading this correctly, it sounds like you are negotiating in order to keep a group on first option even if you're not sure you'll go to final contract.
And that you are doing this to keep the group's options open. IF I understand it correctly, my gut says there may be ethics issues you want to think about in so doing.
Q8: What about asking for complimentary Internet where the hotel doesn't offer it, especially when it's controlled by a third party vendor?
A8: It is said that you can ASK for anything! There are some things for which a hotel is (more) willing to negotiate. When they may not have control over all the pricing—like this or for, say, parking, you can ask and see what they say. I advise having a good checklist of what are necessities and what are wants and what is most important.
Q9: If their staff is rude or unprofessional when you're at a site inspection do automatically rule that site out or do you give them a chance?
A9: WOW! This sounds awful! So first, when you schedule the site inspection, in addition to sending your checklist of what you want to see and do, send a full agenda for the time including with whom you want to meet. The worst case I've ever experienced—one that caused me to say “thank you and this site inspection is concluded” involved a director of CS who was rude to line staff. I asked him why. He said “They work for me; I don't have to be nice.” So without knowing the specifics, it's hard to say.
IF the site is your only or best option or one of a very few, I'd stop and say "I observe..." and say what you see, making it objective. And if their answer is not satisfactory, AND you have options, I'd walk. IF you think they are having a bad day and even if their answer isn't great, I'd continue AND when you rate and rank all the items on your list, consider this.
It could be part of how they operate which you don't want for your meeting.
Q10: Where do you go to get the bed bug check? Ask the hotel or go to a website?
A10: Both! Ask the hotel about when they last had a bedbug check; when they do so regularly; and then check any number of sites where you can find bedbug information. <shuddering as I write>
PageBreak
Bonus Questions From the Site Selection Webinar
Q11: Is there a European equivalent to the ADA?
A11: Canada has different laws than the U.S. This is a great resource to learn more about many other countries: http://dredf.org/legal-advocacy/international-disability-rights/international-laws/.
I'm glad you asked! Thank you.
Q12: I ask about other groups in house and the response is often that the hotel is unable to release that information—citing privacy. Is there specific language I should use with my inquiry to increase the likelihood of getting a response?
A12: What I think you are really trying to do is to ensure the hotel is aware of competing groups or those that would be disruptive to your group and how they will handle it. In your RFP, write the names of groups and/or kinds of groups that would be incompatible to be in house when your group is. You can't prevent the hotel from booking; you can work on how to handle any potential disruption.
Q13: Can you talk more about why timing is important for the venue to know? Is it simply for their forecasting purposes?
A13: I don't remember exactly what I said. Was it about the decision timing? If so, it is so, the hotel can forecast, and more so for the group to hold on to the space.
If it's open-ended (as in "we want a proposal but we have no idea how long until we'll make a decision") the hotel will believe the intent is not serious.
Q14: My biggest issue is getting the RFP responses and being able to compare apples to apples. It is more like apples to oranges.
A14: State, in your cover letter, that responses that do not correspond to what you have written in your RFP will not be considered. It may help!
Q15: What would you recommend on how to handle the situation if you don't have history for a group because it is a brand-new meeting?
A15: THANK you for asking this. It's a huge issue and one I've dealt with over many years. 1. Look at other meetings that the group has done and use something similar for history. 2. Explain that it's new and why you are asking for/providing the information you are.
3. Negotiate smartly based on the newness—be fair to the property and smart for your group.
Q16: Is it important to include prior hotels a recurrent meeting has been held? While I include a meeting history (when appropriate) I don't usually include the venues and I was recently asked for that info during the RFP review process.
A16: If I understand your question, you use the same hotel(s) over and over and so for history, you believe they should know, yes? Even if the sales people remain the same, they may forget your history. I think it's a good reminder to have it in the RFP … just so they “get it” and see it.
Q17: Do you ask for the sky and hope for the ceiling in your RFP? Thank you.
A17: No. I guide clients to ask realistically. It's better to use the time to negotiate terms versus concessions.
Q18: How do you evaluate when concessions offered are fair to all parties? Is there an industry standard?
A18: Great question and there is no industry standard because every meeting is so different and even comparing with a colleague going to the same hotel won't get you what you need unless your meetings are exactly alike over the exact same dates! I think what you are looking for is what is good for your group and what is good for the hotel. Think about what you need/must have (versus want) and use that as your guideline. Ask the hotel what they need to get from the meeting and use that as theirs.
Q19: Most of your topics are included in our RFP, however I find that many hotels do not provide requested details. They have a pre-populated response that forces us to either delete the site from consideration or continually ask for more information. I'm continually chasing down details that should have been in the reply to begin with.
A19: Grrr… I know! It's why I also strongly dislike e-RFPs that don't allow details. In your cover note, say that unless the proposal addresses your needs and questions exactly as written, they will not be considered. Ask the DMO (aka CVB) and/or GSO/NSO for help in ensuring the hotel does give you what you need.
And Some Extra Conversation
C1: The metro shouldn't shut down! #dcproblems
R1: It shouldn't and it did and it will again … And this one with the DCA involved will be nightmarish!
C2: How do I sign up for the Site Inspection webinar?
R2: Here is the link to watch the webinar On Demand.
C3: Thank you very much for this value-added learning session. You were great, as usual.
R3: Thank you for saying so.
C4: For groups with international attendees, you need to ask if the hotel can take reservations and process and transfer wire transfer payments. In some countries, a copy of the hotel confirmation is required to apply for a visa.
R4: Thank you! And yes … absolutely.
For more info or to view this webinar, please visit the Webinar Club page.
