Page 16 - MRN Winter 2018

Military Reunion Network | WINTER 2018 | #militaryreunionsmatter
banquet pricing per person. Pay close attention
to the difference between the rooms blocked and
rooms used. This information will be of great benefit
when you are working on contracts. On your profile,
listing the last five years is acceptable if available. will respond. Does a committee decide or you as the
Don’t worry if you only have last year’s data. Now
is a great time to start keeping track. A working
knowledge of the history of your group increases
your professionalism when meeting with the
hospitality industry. Armed with the Reunion Profile,
you can now create your RFP.
The Request for Proposal (RFP) is the
communication tool that is forwarded to your
reunion partners such as the Convention Visitor
Bureau, Hotel, or Transportation Company. It is the
document that outlines your day by day plans, group
event requirements, guest room requirements,
hospitality space requirements, reservation
process, and contract clause requirements. Your
reunion location preferences are also highlighted
on the RFP. The question often asked is how to
organize the document. While there are many
ways to communicate your event, the RFN format
is consistent with standard hospitality industry
documents. Consider the following as you put your
RFP together.
• Title/Organization
• Response due date
• Your Contact information
• General Reunion information
• Hotel requirements/wish list
• Flow of the event in a grid format
• Meeting space requirements
• Hospitality space requirements
• Contract requirements
• Reunion History
The first three sections are self-explanatory. An
example would be USS Ranger CV 61 Request for
Proposal. Response date: July 31st, 2015. In addition
to your name, mailing address phone number(s)
and email, be sure to include the best time and way
to contact you. Also include an additional contact
person that is working on the reunion with you.
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The general information section should include
the preferred time of year for your reunion (and if
you are flexible to consider a different month or
season.) State your decision process and time you
reunion planner? Are the proposals presented at the
next reunion months from now or is there potential
for a quick decision in a shorter amount of time?
Share specific details about your attendees
as well. Are there any mobility issues, or diet
restrictions? What are the attraction interests? If you
can, provide an estimate of the number of people
that would fly to the destination vs drive. Include
where the majority of your attendees are from.
The hotel requirements or wish list must be in
order of importance. List your “must have” items
first with an asterisk so it is clear. Be sure to include
all of the items that are important to your reunion.
Planners often comment, “I can’t ask for that.” Sure
you can! They just might be able to do it.
The next section is the general flow of the event.
Hospitality partners appreciate a grid layout for
as it provides a quick snapshot of the entire event
without having to read through several sections of
the RFP. Keep in mind this is a general footprint of
what happens from the time the planner arrives at
the hotel until the last person checks out. If your
reunion dates are flexible, list Day 1, Day 2, etc. if not
include the specific, day and date you have selected
for your event.
Include an estimate of the number and types of
guest rooms you require. Providing a detailed room
break down saves quite a bit of time for everyone
involved. Some hotels have a limited number of
rooms with two beds or rooms that are wheel chair
accessible which may limit their ability to bid on
your event. Meeting space details are critical as well.
Meeting space for your RFP should be defined as
all group events other than your hospitality space
which discussed in a separate section. What evening
do you have your banquet? Do you have a Board
Meeting? What about a group breakfast or lunch?
Share as much as you can about what you need,
when you need it and if possible why. You would
be amazed at how doing so will reduce headaches
down the line. 