| 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 |
