HOSP340 - Request for Proposals Destination Marketing Organization Assignment

Assignment Task

A Request for Proposal is one method that group organizers use to decide on locations and teams to host their conferences and events. Typically several responses from a variety of destinations are among the responses the organization will examine to see if they meet their needs.

Imagine your team is from a DMO and representatives from Local marketing organizations or properties. Design and deliver a cohesive bid and pitch that will entice the decision making panel to choose your location and offerings.

Consideration may be given to responses that can accommodate the size and meeting space needs that they have. The ability to ‘sell’ the location, understand the unique needs of the client and provide a program that meets their needs as well as exceeds with ideas they perhaps hadn’t thought of yet. Price may be a factor, if a budget is stipulated, but priority will be given to a complete program that sells itself. You should also sell yourself and your team’s ability to deliver on these ideas.

Research and describe your clients and what you know about their event

• Highlight the features and benefits of your RFP in an opening statement
• Describe your destination city and the amenities that make it unique. Include a description of how to get there and travel options, based on where the guests are likely to come from.
• Include schedules of events with room allocations and supporting activities such as coffee breaks and meals, or as prescribed in the RFP. Describe the service levels and types of menu options that are available. Detailed menus are not required, but examples may be enticing.
•  Include Accommodation, pricing range and potential discounts that outline the criteria for qualifying for discounts. Discuss options that are available and what benefits your group can receive, depending on the size and type of conference.
•  Describe safety protocols, security and broad risk management issues and how the events will be managed to ensure safety and exclusivity, if possible. Include any admissions and/or guest recognition process in your discussion. Consider what might be important to your guests.
• Include transportation if it is needed for guests to participate in the activities or get to the location.
• Create a spousal program, or an “add-on day(s)” feature for guests. What will attract attendees?
• Describe a potential sponsorship program and how they would integrate with regular guest activities. You don’t need to design a sponsorship model, that is up to the client, but do consider local sponsorship opportunities and what activities the sponsors will do, how to integrate those with the existing agenda, and definitely include ways that sponsors can be recognized. Suggestions for local sponsors that match your clients’ shared values and objectives should be suggested. Consider the value to local as well as national sponsors.
• Design a sample welcome package for guests. Describe any perks or items you would include and why.

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