ࡱ > ; ? : e bjbj 04 ebeb $ $ $ , R $ m # : : : : : : : POt< : 0 : : : L " : - $ B f : PREPARING A REQUEST FOR QUOTATION No matter how large or small your meeting is, before you contact a property, it is essential that you develop clear meeting specifications. It is in your best interest, and may be required depending on the amount, to prepare a written invitation to bid, request for proposal or quote, rather than contacting hotels by telephone to get a quote. This document should be clear and concise and serves an important tool, saves the planner time, which translates into a cost savings for the agency, provides purchasing documentation and justification for site selection and keeps the planner organized. It also provides a blueprint for a successful meeting. The following template can be used to develop your request for quote/proposal. The description of what each item means follows each item. Simply replace your information with the appropriate category. Convention and Visitor Bureaus can also assist with distribution and possible notification of award. Either way, always notify all parties of your final decision. Make sure you never over/under estimate your needs. Also, dont ask for a quick turnaround time and then wait to make a decision. INVITATION TO BID/ REQUEST FOR QUOTATION/PROPOSAL NAME OF AGENCY/DEPARTMENT HERE PURPOSE: The following meeting specification sheet is intended to provide qualified, interested parties information which will enable your company to respond with a detailed proposal to provide hotel and meeting facilities for the (Fill in the name of your meeting here). 1. EVENT PROFILE: Describe the purpose of the event. Include overall goals and objectives. Tell the history of this event if possible and what made this program successful. 2. ATTENDEE PROFILE: How many will be attending. Describe those who will attend the meeting. Percentage of male/female, age, profession, if applicable, other demographic information. 3. DATES: If you are flexible here, say so. Otherwise, indicate specific dates. You can possibly receive better rates if your dates are flexible. 4. ARRIVAL/DEPARTURE PATTERN: Day of the week your attendees arrive/depart. 5. ANTICIPATED SLEEPING ROOM NEEDS: Number of rooms needed per night of your meeting. For example: 125 on day one, 250 on day two and so on. 6. RESERVATION: How reservations are going to be made. By individual, room list, etc. 7. TENTATIVE A/V NEEDS: If you have any ideas of what equipment you might need. You should always try to bring your own equipment or try to contract with A/V rental companies direct. 8. BILLING INSTRUCTIONS: Where to send the bill. This is very important. Important information for proposed property: Is property ADA compliant? _________________ (Always ensure during site visit) Sight Visit Allowed? _______________________ (Always do one, if at all possible) Accessibility from Airport? ______________________ Availability, frequency and cost of shuttle service from/to airport? _______________________ Sleeping Room Rate? (Convention/Meeting rates, in accordance with PPM49, can be up to $20.00 higher than the routine allowed rate for that area. Always state the ceiling rate.) Single $_____________________ Double $_____________________ Suites/Hospitality Suites $ _____________________ Able to meet food and beverage needs with budgetary guidelines? ___________________ (Since we have rates set for conventions/meetings state the ceiling rate for the area you are sending your ITB/RFQ/RFP. i.e. lunch $20.00, breaks $4.50, etc) Price per person for lunch: (if applicable) _______________ Price per person for morning break: (if applicable) _________________ Price per person for afternoon break: (if applicable) _________________ Is there a meeting room rental charge? _____________ If so, how much? _________________ What are the Audio/Visual Fees? (Attach Fee Schedule) _________________________ What is the service charge fee? ___________________________ Do you have a complementary room policy? ________ If so, what? _____________________ Are their parking fees? ___________ If so, how much? _____________________ Are their on-site restaurant facilities? __________________________________ What other groups are in the hotel during/over the proposed date for this meeting? ________________________________________________________________ If attendees wish to stay additional nights before/after the meeting, will the conference rate apply and for what dates? __________________________________________ What complimentary services are provided to guest? ________________________________________________________________________ Provide information of transportation within the community to places of interest, restaurants _______________________________________________________________________. Provide 3 government meeting planner references: _________________________________ _______________________________________________________________________. FOOD AND BEVERAGE NEEDS: Detail food and beverage needs here. If you have a specific per person budget (as listed in PPM49) or any special requests, such as special diet needs, indicate that here as well. Detail you meeting room needs here. If you have an agenda, attach it. Indicate the square footage you require and any special set-up requirements. Examples: HOURS FUNCTION SEATING/ SQ. FT. SET UP CAPACITY Day 0 Will you need a conference office or hall space? If so, when do you need to be in? 10:00 12:00 Conference Office TBD 2:00 7:00pm Registration TBD Day 1 6:30-12:00pm Conference Office 7:30 am Registration TBD Flow 8:00 am Morning Break 200-500 Flow 8:30 am General Session 200-500 Theater 10:00 am Break 200-500 Flow 10:15-11:00am Concurrent Sessions (4-8) 50-75 each Classroom 11:15-12:00pm Concurrent Sessions (4-8) 50-75 each Classroom 12:00 Lunch 200-500 Rounds Address your responses to: (your name, address, phone number) Responses may be emailed to me at (email address), or faxed to (fax number). A hard copy may be delivered to (your physical address). DEADLINE FOR ALL RESPONSES: (Bid Opening Date) Decision should be made by? ___________________________ (Complete anticipated decision date, this assist proposers to know when they can clear their bookings.) % ( ' ` ^ ` & ) 7 8 k l žݾ徶ťŬِٕٕٝٝ hW* 6hH