As suppliers in Asia face tighter event lead times, sales reps in the United States are giving even shorter shrift to some requests-for-proposals, according soundings taken at a series of Meeting Planners International round-tables.
Here are three reasons why RFPs are getting relegated to the junk pile.
1. Deadline and decision dates
When an RFP comes in with a 24-hour deadline, hotel sales reps struggle with unsavoury options. If they meet the deadline, they sacrifice quality. If they opt to respond fully and create a customised proposal, they can’t make the deadline and might not make a planner’s short list. That’s why, if they can’t qualify the lead or feel like they don’t have a chance, they’ll ignore the RFP.
Hoteliers say they need at least two days for a single property and at least a week on RFPs that target three to four hotels and a conference centre.
Special events facilities can be the exception. “What’s really working for us right now are last-minute requests,” said one rep. Because people don’t typically think of them as having meeting space, they have more availability than hotels and place more value on space-only events.
In some cases, there’s a legitimate last-minute meeting that must be sourced quickly. But regardless of venue, planners need to get into the habit of notifying bidders when they’ve awarded business. If they don’t have time to do so, they should use online sourcing solutions like Zentila, which sends those notices automatically.
2. Too many concessions
“We’re having a hard time granting everything planners are asking for,” said one hotelier.
Hotel sales teams lack the authority to grant 15 to 20 concessions for one group. Asking for more than four or five concessions sends a red flag to CVBs and hoteliers that you don’t know what you’re doing.
“Seasoned planners know to go for the top four or five items and then include a wish list,” said one hotel rep. “The problem is senior planners don’t educate the younger planners who are doing sourcing, so they’re going for the whole basket.”
The best thing, all agreed, is having experienced people on both the sourcing and supply sides educating the next generation. Meeting planners need to understand what’s appropriate for an RFP, which concession requests could help them reach their short list and what they should save for contract negotiations.
3. Failing to be selective
If you send your RFP to too many hotels or destinations, you might not hear back from any of them.
“We figure that the more destinations on the RFP, the less serious this piece of business should be treated,” said one hotel rep. “If it’s clear that they’re looking at a specific destination or hotel, those requests get priority.”
Kristi Casey Saunders is MPI’s director of digital marketing. This is an edited version of an article originally published in Plan Your Meetings
Are your RFPs getting a cold response, or are you a supplier inundated with shorter lead times? Leave a comment below or share your views here
