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City, State Day, Date
Request for Proposal Process Tracker
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Compiled by: RFP Process Tracker
A Request for Proposal (RFP) is an important step toward winning business in a competitive market. The Meeting Services Department will utilize these steps to track RFPs for all events. Overview The RFP process invites hotel suppliers to submit competitive bids for events. This process encourages competition and provides prospects with fair and honest dealings with hotel suppliers. Depending on location, an RFP will be sent to a minimum of three hotel suppliers per program. RFP Process Steps Identify
Hotel name City, State RFP Submitted
Request summary
Sales Manager RFP Received from Hotel Notes
Hotel name City, State RFP Submitted
Request summary
Sales Manager RFP Received from Hotel Notes
Hotel name City, State RFP Submitted
Request summary
Sales Manager RFP Received from Hotel Notes
1/18/2018 Request for Proposal Process Tracker Page 2 RFP Process Tracker
Evaluate The Meeting Services Department will evaluate each venue based on price, property criteria and experience.
Hotel Name ~ Sales Manager ~ Address
Evaluation: Is the hotel a fit for the dinner symposia?
Hotel Name ~ Sales Manager ~ Address
Evaluation: Is the hotel a fit for the dinner symposia?
Hotel Name ~ Sales Manager ~ Address
Evaluation: Is the hotel a fit for the dinner symposia?
Document/Rationale
Meeting Services will track responses created from the original RFP. A professional and organized response to a potential hotel supplier will be stated since this document becomes the baseline for all potential future discussions.
Comments on HOTEL Hotel PROS Hotel CONS
1/18/2018 Request for Proposal Process Tracker Page 3 RFP Process Tracker Deliver As a courtesy, the Meeting Services Department will contact each hotel NOT selected in writing.
Hotel NOT Selected Reason NOT Selected
Response document sent by Document delivery date Document delivery method
Hotel NOT Selected Reason NOT Selected
Response document sent by Document delivery date Document delivery method
Agree The hotel selected will be contacted in writing. Ms. Meeting Planner will conduct the final negotiations, which will involve all contract discussions.
Sales Manager responsible Food/Beverage Minimum Negotiated Room Rate for issuing the contract
Signatures needed on the A/V Minimum Responsible for Contract contract
Contract date Date work begins Resources assigned
Executive Approval Review the RFP in detail with President or CEO of your company
Hotel Name
President’s final approval & date approved
1/18/2018 Request for Proposal Process Tracker Page 4