“Knowing your audience or delegates and including some background will help respondents to show their understanding of expectations and demonstrate creativity in addressing challenges,” says Rose Timmerman-Gitzi, founder of Ottawa-based RTG Special Events.
 
Additionally, it’s important to consider each meeting’s specific requirements, such as audio and visual needs, catering options, business service requirements and, perhaps most important, space.
While some facilities might boast grandiose theatres and mammoth exhibition floors, not all of them will offer breakout rooms or boardrooms needed for more intimate team-building sessions.

The good news is that most, if not all, of these types of issues can be addressed through Request for Proposals that, when used correctly, can pay huge dividends for events in the long run, says Taylor.

“For a hotel property, the more specifics you can provide around the number of rooms, attendees, food and beverage requirements, audio-visual needs, and meeting space requirements, the more detailed and competitive proposal the hotel is able to provide the client with,” she says.
Other information that’s good to provide includes a history of the meeting, such as where it has been held in the past, the number of attendees and room pick-up, as well as any information about other cities that are competing for this business.

In addition to outlining dates, meeting and accommodation needs, RFPs should also include organizations’ goals, key messages, attendee demographics, budget and success metrics, adds Tara Gordon, vice-president of meetings and convention sales for Tourism Toronto.

“Recognizing that the RFP will set the stage for a great long-term relationship, a well-structured and clearly written RFP is key,” she says.

It’s also important to avoid cutting corners and not take on responsibilities that might be better left to a professional. Sending out an RFP through an event professional as opposed to going at it alone will give groups peace of mind that important details are not being missed, says Timmerman-Gitzi.
 
“From how much AV is required and for what purpose to what emergency preparedness procedures are in place -- (these) are some of the behind-the-scenes things your planner will be thinking of when vetting the RFP,” she says.

Plus, an event management professional can not only look at all of the responses and determine which bids are the most comprehensive and competitive, but “they will also know what additional questions to ask of the respondents if an answer was unclear,” adds Kristen Przano, exhibits manager for Meeting Professionals International.

“A professional can also speak to the intangible benefits the respondent may receive if selected through the RFP process, giving the company sending out the RFP the ability to negotiate a better overall package.”

It’s also important to remember that professional event planners are not the only option available to groups looking for help with these types of details, adds Gordon. Many tourism bureaus in Canada and the United States are increasingly equipped to handle things such as online RFP proposals. They also offer access to their extensive local connections to suppliers.

“Many of the products and services of a convention and visitors bureau (CVB) are complimentary,” says Gordon. “And a CVB knows how to market the destination, which is passed on to the client through creative attendance-building initiatives.”

Once the location is picked and a group is ready to put down roots for its event, it’s time to negotiate contracts with suppliers -- something many industry experts believe is also better left to the professionals.

“Even though one might think they could negotiate Michael Buble’s or Beyonce’s contracts, they are likely not the best candidate for closing the deal,” says Denise Jones, president and co-founder of Brampton, Ont-based Jones & Jones Production Ltd.
Other industry officials also point out that professional planners will better understand what elements of a contract are more flexible than others.

Plus, the event professional will likely have a relationship with a variety of suppliers, and can utilize their buying power to ensure the best deal is made for the client.

“Anyone can negotiate a contract. However, the event professional will know what to ask for in the contract that will be a win-win for both client and supplier,” says Timmerman-Gitzi.

If a group does decide to negotiate its own contract, industry officials suggest doing some research. That means understanding variables such as how seasonality and non-peak days can affect the cost of hosting a meeting, says Gordon. Understanding hotel revenue drivers, in-house providers and the enticement of a multi-year contract also play a pivotal role in negotiating with hotels or facilities.

“These considerations may allow for increased leverage during contract negotiations,” says Gordon, adding negotiations should also focus on contract terms, aside from the standard rates, dates and space, because clauses pertaining to liability and attrition may impact the bottom line.
   
If something does go off-track, Gordon stresses the importance of paying particular attention to things such as attrition clauses, force majeure, cancellation clauses, food and beverage guarantees, ancillary revenue minimums, and any other liability clauses which increase an organization’s financial exposure.
 
“Knowing the difference between mitigated and liquidated damages should also be front and centre when signing contracts,” she says.

And lastly, groups are encouraged to consider emerging trends when planning and budgeting their event. Green meetings, for example, are gaining incredible popularity among groups looking to reduce their environmental footprint -- and some facilities and providers are better equipped to accommodate those trends than others.

“Unique locations are engaging, social media continues to expand possibilities and greening the event reminds everyone how we all can contribute to limiting the waste we deposit into the environment,” says Jones, who is also vice-president of education for the Canadian Society of Professional Meeting Planners.

In Alberta, for example, a comprehensive environmental management system at the Banff Centre is catching the attention of planners who are looking for eco-friendly answers to their questions.
The multi-purpose centre is also a Green Leaf Eco-rated member, which recognizes the facility’s efforts in adopting industry best practices for energy efficiency, resource conservation, and pollution prevention in all areas of its operations and management.

For meetings and events, that translates into everything from green checklists to in-staff environmental officers.
Other groups, meanwhile, might be looking for a site that’s considered buzzworthy -- whether that be Toronto’s busy hub, or Vancouver’s pre-Olympic excitement.

“As the host city for the Vancouver 2010 Olympic and Paralympic Winter Games, we’re definitely seeing interest from groups that are looking to leverage the cache that comes with holding a meeting in an Olympic host city,” says Taylor.

“There’s a lot of excitement around hosting the Winter Games, especially among Canadians, and with the huge amount of media coverage that a destination gets as a result of hosting the Winter Games, it's like a built-in delegate building program.”
 

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