| 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 |