Response grid for presentation to

client

THE SITE SELECTION PROCESS

HelmsBriscoe Client/HelmsBriscoe Client

Meeting objectives

Prioritize needs

Meeting/budget requirements

Meeting history

Possible options

RFP to hotels

Collect data from RFPs

RFP proposals & opportunities for negotiations

Develop “Wish List”

Contract negotiation

Select hotel(s)

Finalize contract

Arrange site visits

Manage contract cut-off dates

Problem resolution

Post-meeting feedback

Consider your attendees and goals

Ensure RFP is complete and accurate

Provide meeting history

Narrow city options

Compare apples to apples

Be fair and consistent with hotels

Research hotels

SITE SELECTION

Involve the local Destination Partner

Know the needs of your organization and

attendees

Ensure hotel is a viable option

Prepare checklist/questions

Plan to be flexible with the hotel

PREPARATION FOR SITE INSPECTION

Consider all transportation conveniences and

potential pitfalls based on the hotel’s location

Determine the hotel amenities and services your

attendees are most likely to require

Ensure meeting rooms do not have unique designs or

obstructions that would affect your intended setup

and focus on flow of all space

Evaluate sound proofing of meeting space

Experience the hotel on your own if possible, as an

attendee not as a buyer

Take pictures

HOTEL SITE INSPECTIONS

Dave WalshDirector, Sales

Omni Shoreham Hotel

Site Selection

& Site Inspections

E-RFPs

Best Practices

GETTING THE BEST RESPONSES

• Specify destinations

• Indicate flexibility

– Dates AND Pattern AND Space

• Provide history

• Don’t ask for too much! – what are your “Must Haves?”

• Be open to suggestions

Site Inspections

from the Sales Manager’s Point of View

HOW YOUR SALES MANAGER

PREPARES

…(OR SHOULD)

• Collects History

– With Hotel

– With Brand

– Generally

• Interviews You in Advance

• Doesn’t Assume Anything

• Offers You the Best Window

ON THE SITE

• Reconfirms

• Asks questions

• Introduces you to the appropriate staff

• Speaks to your needs

ON THE SITE (CON’T)

• Shows you what you need to see

• Doesn’t waste your time

• Demonstrates creativity/flexibility

• Offers appropriate support

THINGS WE DON’T MIND

• Take pictures

• Ask to see more

• Dine with us

• Telling us “this won’t work”

• Coming back for a 2nd site

• Re-walking the space

THINGS WE DO MIND

• Showing up with too many “decision makers”

• Not telling us the competition

• Barging into occupied meeting space

• Being late!

• Not paying attention!