Page 0: Page 1: From Proposal to Contract Christian Meeting Planners Convention & Expo Atlanta, Georgia January 9, 2008 Beverly D. King Beverly King Associates P. O. Box 249 Pleasant View, TN 37146 615-414-4366 Page 2: So You Want to Have a Meeting? Basic Things You Need to Know 1. 2. 3. Date Tentative Agenda Number of Expected Attendees Page 3: Request for Proposal (RFP)  1. 2. pro-pos-al [pruh-poh-zuhl] –noun the act of offering or suggesting something for acceptance, adoption, or performance. a plan or scheme proposed. Page 4: What to Include in Your RFP        Description of Meeting Preferred Date(s) Contact Information Concessions Requested (Wish List) Meeting Schedule Special Set-Ups (HOD, Exhibits) Meeting History Don’t forget to use APEX as your guide! Page 5: Preparing an RFP APEX – Accepted Practices Exchange Accepted Practices are voluntary standards designed by the meetings, conventions and exhibitions industry to streamline business processes and create efficiencies. http://www.conventionindustry.org/apex/panels/RPFs.htm The purpose of the APEX RFP is to develop recommended industry accepted practices for consistent and thorough Requests for Proposals (RFPs) that address core information and unique needs.        Audiovisual RFP Destination Management RFP Service Contractor RFP Single Facility RFP Transportation RFP Function Schedule Function Set-Up Order Page 6: Prioritize Your Wish List                    Complimentary staff rooms Complimentary suites No additional fees (i.e. resort fees, parking, energy surcharges) Amenities for VIPs No meeting space charge with a food & beverage minimum No penalty for a reduction of up to 20% in meeting space or sleeping room block if reported 30 days prior to the meeting Local or airport shuttle Complimentary hospitality bags with coupons Locked office/storage space over meeting dates Complimentary parking, local shuttle, airport shuttle Complimentary breakfast or reception Portion of sleeping room rate credited toward bill One complimentary room for every 40 rooms booked in the block (cummulative vs per night) Menus developed to accommodate budget Menu pricing no less than one year in advance to ensure meeting budget is accurate Telephone access fees or local calls Early or late check-out/Early departure fees Room rate Attrition Page 7: Contract  Con-tract [kon-trakt ] – Noun an agreement between two or more parties for the doing or not doing of something specified. an agreement enforceable by law. the written form of such an agreement. 1. 2. 3. Page 8: Negotiation  Ne-go-ti-a-tion [ni-goh-shee-eyshun] Noun mutual discussion and arrangement of the terms of a transaction or agreement 1. Page 9: Items That Are Typically Not Negotiable     Gratuities Taxes Music License Fees Insurance Keep this in mind:  Venues are in business to make money. Whatever you propose must be a win-win for both you and the venue. Be ethical in your negotiations.  Page 10: Tips for Successful Negotiation BE SPECIFIC! Use actual dates whenever possible. Be specific on how refunds or credits will be applied. MAKE SURE YOU ARE COVERED! Cancellation by venue vs. cancellation by organization. Americans With Disabilities Act (ADA) compliance. Page 11: Room Rates Hotel guarantees to organization that their confirmed rates are equal to or lower than any other individual rates the hotel sells prior to the group’s cutoff date. Negotiated rate will be given to organization guests two (2) days prior and two (2) days post convention, based on availability. Page 12: Sleeping Room Attrition All rooms reserved by organization guests will count toward Total Room Nights. In order to accomplish this, organization will provide a list of attendees for reservations audits. Venue agrees to make diligent effort to resell the group shortfall on rooms to mitigate potential damages. Page 13: Overbooking Policy The hotel agrees not to reassign an organization guest to another hotel prior to the individual’s arrival or at check-in. In the event a room is not available for an organization guest holding a guaranteed reservation, the hotel will:       Accommodate walked guests to another nearby same quality or better hotel at hotel’s expense Provide transportation to and from the event hotel Complimentary long-distance telephone call Provide a letter of apology from the hotel’s general manager and amenity to the walked guest Work to return the displaced guest to the hotel as soon as possible Provide a per night credit, equal to organization’s group rate, to the organization master account for reservation not honored by the hotel. Page 14: Meeting Agenda Whenever possible, make the Meeting Agenda part of the contract and not an addendum. Meeting rooms have been assigned as best as can be determined from the meeting space information provided by the venue. Ask the sales manager to let you know if a particular function will not fit in the room contracted. Page 15: Food & Beverage Attrition Contract for total F&B minimum? Minimum will include any off-site functions catered by the hotel and VIP amenities ordered if group has fallen short of F&B minimum. Page 16: Audiovisual Equipment Rental SELF OWNED / SUB-RENTED EQUIPMENT Audiovisual is a factored revenue source for the Venue. Venue does not recommend that self-owned/sub-rented equipment be utilized. If Client decides to use an external source for audiovisual, a list of all equipment must be sent directly to Venue sales manager. Venue will bid on required audiovisual and work within group’s technical budget. Client will be charged 30% of estimated cost of equipment due to loss of revenue. Preferred wording: The Venue shall provide the organization with a quote for audiovisual services. If the quote is no more than 10% above the next highest competitive bid, the Venue will be awarded the audiovisual contract. If the Venue cannot meet this requirement, the audiovisual contract will be awarded to an outside contractor and no further charge will be levied by the Venue. Page 17: Contract Negotiation Tips  Always try for a win-win compromise. Tell the truth/be ethical Do not disclose any information given to you by one vendor to the other in order to get a better deal. You can ask for everything but don’t expect to get everything you asked for.    Page 18: Signing The Contract      Stay in contact with venue sales manager Get items in writing as your venue rep. who makes the promise may no longer work there when your event takes place. Document, Document, Document Note the return date Not valid until signed by BOTH parties Page 19: Helpful Links Christian Meetings and Conventions Association www.christianmeeting.org Meeting Professionals International www.mpiweb.org APEX Information: Convention Industry Council (CIC) www.conventionindustry.org American Society of Association Executives www.asaecenter.org Corbin Ball Associates www.corbinball.com Corbin’s Favorite Bookmark File Meeting Planning Software Tools Page 20: From Proposal to Contract Christian Meeting Planners Convention & Expo Atlanta, Georgia January 9, 2008 Beverly D. King Beverly King Associates P. O. Box 249 Pleasant View, TN 37146 615-414-4366 Page 21: