How Customized and Detailed RFPs Ensure Seamless Corporate Event Planning… Especially Under Tight Timelines
Executive Summary
This case study outlines successful corporate event planning by employing the use of a customized and detailed Request for Proposal (RFP) on a large-scale corporate conference held in Atlanta, GA. The timeline? Less than 11 months of lead time.
With the submission of a detailed RFP, adept negotiation, and relationship-building, we achieved outstanding results, ultimately selecting the perfect location, which not only met the client’s needs but also demonstrated a strong commitment to Corporate Social Responsibility, providing 2,600+ meals (one meal per room night) to those in need in the greater Atlanta area on the client’s behalf.
Background & Problem
We were tasked with planning a rather large conference in Atlanta, GA, under demanding circumstances. The primary challenge was identifying a venue capable of accommodating not only the event’s size, but also providing essential amenities, and operating on specific dates within a limited 11-month timeframe.
Objective
The primary objective was to secure a suitable venue with the necessary capacity and amenities to host the conference with less than 11 months of lead time, at or under budget, that would also provide the attendees an experience of a lifetime.
Solution
To address the tight timeline, we first developed a comprehensive RFP and submitted it to hoteliers that met the capacity and amenity needs. This is essential because it ensures that hoteliers have a complete understanding of the client’s goals, terms, and anticipated conditions.
The elements of the customized and detailed RFP included the event’s:
- Goals and objectives
- Expected terms and conditions
- The business case that included a decision date timeline
This approach proved crucial, especially considering the various opportunities being considered by all of the venue options.
Within three days of receiving RFP responses, we conducted site inspections, demonstrating a high degree of interest and positioning the client as a priority amidst other potential opportunities. This also paved the way to fully ascertain logistics.
Ultimately, contracts were established with two hotels. Hotel A emerged as the preferred choice, when Hotel B presented a substantial counteroffer, including a $50,000 credit to the group’s master account. Needless to say, Hotel A was taken aback.
To diffuse the situation, we lent assurances and facilitated transparent communication between all parties. In response, Hotel A devised a creative solution, tailored to the client’s interests, while adhering to their own business standards, ensuring mutual value.
Results
Through careful negotiations and the detailed RFP reviewed by Hotel A, they went above and beyond, offering a substantial rebate based on production and introducing a Corporate Social Responsibility initiative: the provision of over 2,600 meals (one per room each night) to individuals in need in the greater Atlanta area, on the client’s behalf.
This gesture underscored Hotel A’s commitment to community service and resonated strongly with the client, adding significant value to their collaboration.
Implementation
The successful implementation of this strategy relies on a meticulously crafted RFP. A detailed and well-crafted one can be used for a variety of corporate event planning such as:
- Travel incentive programs
- Global meetings
- Corporate events
- Conferences
- Hybrid company meetings
- Corporate retreats
In conjunction with RFPs, swift site inspections, and adept negotiation skills will ensure seamless corporate event planning despite tight timelines.
We also leveraged our extensive network and solid relationships with both Hotel A’s corporate team and property-level staff, effectively navigating the complexities of negotiations and ensuring a mutually beneficial outcome.
This case study exemplifies the importance of strategic planning, crafting detailed RFPs, effective communication, and calling upon solid industry relationships in the face of challenging circumstances, ultimately resulting in a successful corporate event for our client.
The successful execution of this conference in Atlanta, GA stands as a testament to our expertise and ingenuity in navigating complex corporate event planning scenarios.
As you embark on your own event planning journey, we invite you to connect with us. Schedule a Discovery Call today and learn more about how our tailored approach can transform your next corporate event into an extraordinary experience.
Let us be your trusted partner in turning your corporate event vision into a seamless reality.