The bigger your group occasion, the extra sophisticated the planning. In the case of advanced lodge group stays, particular necessities, and occasion areas with a number of configurations, an occasion planner can really feel like Goldilocks, looking for the answer that’s good.
The appropriate match is on the market—and, greater than possible, a handful of venues would work out properly—but sourcing and reserving can usually really feel like a full-time job. The concerned variables usually can’t be simply dealt with straight away, on-line transaction. And also you’re left questioning should you’re getting the very best deal.
Plus, virtually all choices for giant occasions require an RFP.
The 411 on lodge RFPs
Occasion organizers submit an RFP or a request for proposal when sourcing a venue with which they don’t have already got a longtime relationship to allow them to discover the very best, most strategic deal. The thought is that by various the venues they work with, planners keep on prime of market worth as a substitute of changing into complacent or presumably being taken benefit of.
An RFP is used to request and collect related data within the reserving course of, after which every returned proposal is in contrast and contrasted to find out the popular venue.
If it appears like a protracted, arduous course of, it may be: on common, conventional lodge sourcing takes 75 days. (Extra in a while how we will get that all the way down to 12 days.)
Reserving for giant vs. small occasions
Eliminating the hassle spent on crafting particular person lodge RFPs means there’s extra time for an occasion planner to look at different methods to degree up their gathering. Giant and small occasions aren’t the identical beast; every has a novel set of necessities.
Right here’s the place, basically, planners see the 2 differ:
A NOTE ABOUT INSTANT BOOKING
Whereas GroupSync’s Instantaneous Reserving is an actual game-changer for group journey planners, it could possibly’t but change the RFP for giant, advanced occasions. And though Instantaneous Reserving is ideal for the planner with smaller group lodging to e-book or much less concerned assembly house necessities, RFPs will nonetheless have their place.
However the course of of making and managing RFPs ought to be a greater one. One designed with the occasion planner in thoughts.
Why GroupSync is ideal for giant teams
Whether or not you want lodge group reserving for a 200-person annual convention assembly or an unlimited citywide occasion, GroupSync has you coated. It permits planners to create, distribute and handle RFPs with ease, giving planners the facility to go looking, supply and e-book accommodations in days versus months—regardless of how huge the bash.
1. NO NEED FOR RFP VARIATIONS
We’ve simplified the standard and infrequently painful RFP course of by eradicating your must create tailor-made requests per property: when you construct your RFP within the web-based resolution, you may distribute it to your highly-matched search outcomes or any of the 200,000 properties in our database.
2. IMMEDIATE MATCHES FOR SPECIFIC CRITERIA
Shut all browser tabs proper now since you don’t want a boatload of Google searches to manually collect your lodge choices. GroupSync’s lodge search functionality is designed for faster group sourcing and reserving—with out paid placements—offering you with certified search outcomes of venues matching your particular standards.
3. GET RATES AND AVAILABILITY AHEAD OF THE RFP
The important thing knowledge a planner wants greater than something when sourcing accommodations is price and availability. GroupSync has each, together with forecasted market charges in accordance with trade knowledge, as a part of the lodge search and sourcing – earlier than sending the RFP. Actual-time charges and availability are additionally displayed for a rising listing of properties, based mostly in your occasion standards.
Lower months off your venue sourcing and reserving time
GroupSync is designed to simplify the reserving expertise and trim day off the reserving course of—greater than two months. In lots of instances, we’ve gotten the common RFP reserving time down from months to days – decreasing the stress that planners usually face when securing room blocks and house for giant occasions.
Need to study extra? Join with Groups360 right now to find out how GroupSync makes lodge reserving for giant teams a better course of.
About Groups360
Groups360 was created with a singular purpose — to empower assembly planners by bringing innovation, transparency and ease to the decades-old downside of reserving teams. The corporate’s built-in expertise resolution, GroupSync™, allows suppliers to distribute stock, interact with planners, and optimize group income. GroupSync additionally equips planners to go looking and store accommodations worldwide and to e-book rooms and house instantly, on-line or by way of a simplified RFP course of. GroupSync is the primary distribution channel to supply on-line reserving for each group lodge roomsandmeeting house.
Groups360 has workplaces in Nashville, London and Singapore. Be taught extra at groups360.com.
Hal Hassall
Vice President of Advertising and marketing
Groups360
