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    Spring 2022

    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

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