RFPAnalysis.xlsx
Spring 2022
UPDATE WITH YOUR NAME | |||||||
HFT4508 – RFP Analysis Worksheet | |||||||
Spring 2022 | |||||||
INSTRUCTIONS: | |||||||
Provide a check for each line item found in the RFP | |||||||
If the information is not provided in the RFP, enter NOT PROVIDED | |||||||
Nebraska Tourism Commission | Outdoor Writer's Association of America (OWAA) | American Massage Therapy Association (AMTA) | |||||
Display the Details – General Information | |||||||
Overview of the organization | |||||||
Conference history | |||||||
What is the conference and why it is being held | |||||||
Theme of the conference | |||||||
Attendee demographics | |||||||
Transportation needs | |||||||
Range of activities | |||||||
Example of schedule of events | |||||||
Meeting history | |||||||
Is there a contact name(s) if the hotel has a question about the RFP | |||||||
Define the Purpose | |||||||
Conference objective | |||||||
Annual meeting or one-off event | |||||||
If annual, opportunity to hold the meeting at the same location or within a rotation to return to your venue | |||||||
Create a Complete Event Profile | |||||||
Submission Details | |||||||
Deadline for proposals to be received | |||||||
Details of where, how, and to whom the proposals should be returned | |||||||
Indicate when a final venue decision will be made | |||||||
Timing Details | |||||||
Give dates and times of the event | |||||||
Indicate amount of set-up time/ days required | |||||||
Include breakdown times / days required | |||||||
Indicate how early they need access on the day of event | |||||||
Event Details | |||||||
Description of event | |||||||
What format will it take | |||||||
Event's topic and vision | |||||||
Specific ambience or feel of the event? | |||||||
Does the event have a website or social media handle set-up | |||||||
Audience Details | |||||||
Minimum and maximum numbers expected | |||||||
Room lay-out preferences | |||||||
Demographics of target audience | |||||||
Will attendees bring spouse / partner / family | |||||||
Spouse / Guest programming needs | |||||||
Meeting Room Details | |||||||
Main room and size | |||||||
Number of break out rooms and size | |||||||
Prefunction space and size | |||||||
Where will refreshments be served and is it a separate space | |||||||
Distance needed between meeting rooms? | |||||||
Floor plans and recommended set-up provided? | |||||||
Green room? | |||||||
Organizer / staff room? | |||||||
Exhibit space and how much | |||||||
Any other special room needs | |||||||
ADA or other accessibility needs | |||||||
Off-site venues / events | |||||||
COVID protocols | |||||||
Food and Beverage | |||||||
Budget for catering spend | |||||||
Type of food and beverage | |||||||
Special requests | |||||||
Tech and AV | |||||||
AV set-up or tech equipment needs for each space | |||||||
Wi-Fi – broadband requirements | |||||||
Hybrid component | |||||||
Dedicated network or specific security | |||||||
Any tech that is being incorporated or extras that a speaker will need | |||||||
Accommodations | |||||||
Anticipated room nights | |||||||
Room reservations made through hotel or housing bureau | |||||||
Total staff and speaker room needed | |||||||
Budget | |||||||
is the budget included? | |||||||
Sleeping room rate provided | |||||||
Request for concessions included | |||||||
Does F&B detail include gratuties |
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