Hotel Conference Planning | Meeting and Convention Management

Online Request for Proposal (RFP) Form

Thank you for considering Meeting Resources for your upcoming meeting or convention. We value your business and will work hard to make sure your next event is the most successful one ever. Please complete and submit the online RFP form below so we can provide you with a proposal that is accurate and appropriate. Please feel free to contact us at 602-953-7828 or via e-mail at info@meeting-resources.com.

Note: Required fields are marked with an asterisk.

Section One: Event Description and Contact Information

Event sponsor or producer:
Contact name: *
Mailing address:
Address:
City:
State:
Zip:
Phone number: *
Fax number:
E-mail address: *
Event name:
Scheduled show dates:
Move-in and move-out dates:	Move in: Move out:
Event location:

What types of services will you require Meeting Resources to Perform? (Please check all that apply.)
Site Selection
Hotel Contract Management
Housing
Registration
Lead Retrieval Management
Session Tracking
Exhibit Space Sales and Event Marketing
Exposition and Decorating
Web Design
Destination Management
Travel Arrangements
Other (Please specify)

Section Two: Event History Please provide Meeting Resources with some information about how this event has been handled in the past:

Where and when has this event been held previously?

Name of consultant or registration vendor:

Method of securing accommodations:
Housing Company
Bureau
Direct to Hotel
Other (Please specify)

Method of advance registration:
Data entry, financial processing and confirmation mailings handled in-house
Outsourced data entry, financial processing and confirmation mailings
In-house financial processing; outsourced data entry and confirmation mailings
In-house financial processing and data entry; outsourced confirmation mailings
Other (Please specify)

Method of on-site registration:
In-house staff and equipment
Outsourced staff and equipment
Other (Please specify)

Lead retrieval management system used at previous event:
1D bar-coded badges
2D bar-coded badges
Magnetic Stripe
Other (Please specify)

Name of company who provided lead retrieval equipment:

Estimated number of lead retrieval units rented at previous event:

Section Three: Housing Services Meeting Resources combines the latest technology with personalized customer service to make conference housing fast and convenient.

Would you be interested in utilizing our housing services?
Yes No

IF YES: How many peak room nights?

How many total room nights?

How should we expect to receive housing requests from your registrants? (Check all that apply)
By Internet
By fax
By mail
By phone

Section Four: Registration Proposal

Estimated attendance:	Advance:	On-site:	Total:
Conference:
Expo only:
Exhibitors:
Other:
Total:

How many companies will be buying exhibit space at the event?

How many square feet (net) of exhibit space will be used at the event?

Where will registrants send their forms?
Directly to you
Directly to Meeting Resources
Other

If forms will not be sent directly to Meeting Resources, how will Meeting Resources receive registrant information?
Data file in format approved by Meeting Resources
Batched registration forms sent at regular intervals

If registrants send information directly to Meeting Resources, how should we expect to receive them? (Check all that apply.)
Mail
Phone
Fax
E-mail
Via Web from Meeting Resources-designed online registration form
Other (Please specify)

Does your registration form contain special events that Meeting Resources will need to track attendance?
Yes No

IF YES:
How many limited-seating events will be held?
How many will Meeting Resources need to monitor?
How many events require the issuance of tickets?
About how many tickets will each conference registrant receive?
Will Meeting Resources track exhibitor booth allotments?

Will Meeting Resources be responsible for receiving, processing and balancing registration fees?
Yes No

Who will send out confirmations?
You
Meeting Resources
No confirmations sent
Undecided

If confirmations are to be sent by Meeting Resources, how would you like them sent?
Postcard
E-mail/Internet
Personalized letter
Fax blast

Will registration fees be based on membership status?
Yes No

Which of the following would you like Meeting Resources to provide? (Check all that apply.)
Printed list of registrants
Data spreadsheet of registrants
Custom reports
Generic count of registrants
Count of registrants broken into demographic categories
Count of registrants broken down geographically
Other (Please specify)

When would you like to receive the information selected above?
Once a week (newly processed registrants only)
Once a week (including all registrants)
At the close of advance registration
At the close of the event
Other (Please specify)

Which of the following registrant processing and/or customer service tasks would you like Meeting Resources to handle via the telephone? (Check all that apply.)
Register individuals paying by credit card
Register individuals with free registration
Resolve financial disputes
Clarify registration form information
Correct misspellings or other errors
Substitutions (people or events)
Purchase of additional events or upgrade registration category
None of the above
Other (Please specify)

How will badges be distributed to advance registrants?
Mailed to individuals before event (by you)
Mailed to individuals before event (by Meeting Resources)
Distributed on-site
Printed on-site upon registrant arrival

Section Five: On-site registration

Where will on-site registration take place?

Based on the amount of equipment used at your last event, please estimate the number of required data entry stations you anticipate Meeting Resources will provide for your next event.

Conference pre-registration
Expo only pre-registration
Exhibitor pre-registration
Speaker/press registration
On-site conference registration
On-site expo only registration
On-site exhibitor registration
Badge production/replacement
Other

Section Six: Publications

The following section relates to specific publication services that Meeting Resources provides.

What publications/printed materials do you presently utilize or would like to use in the future? (Please check all that apply.)
Exhibitor Prospectus
Preliminary Programs
Newsletters
Advertisements
Registration Inserts
Directories
Other (please specify)

Do you contract outside for any of the following services? (Check all that apply)
Copywriting
Design
Printing
Mailing

Who makes printing/publication decisions?

Would you be interested in Meeting Resources contacting you about your publication needs?
Yes No Not sure

Section Seven: Fee Processing

The following section relates to financial services that Meeting Resources provides.

Would Meeting Resources be processing your financials on site?
Yes No Not sure

Do you plan to use your own merchant card number(s) to process fees, or will Meeting Resources process the transactions and wire transfer the monies?
Use own merchant card number Use Meeting Resources Not sure

Thank you for taking the time to complete our online RFP form so we can make a better assessment of your specific needs. A Meeting Resources representative will be contacting you shortly. In the meantime, feel free to contact us if you have any questions by calling 602-953-7828 or via e-mail at info@meeting-resources.com.