by Matt Alderton | April 05, 2019
In many ways, technology has made it easier than ever for meeting planners to source venues for their events. In other ways, however, it's made it more challenging. Nowhere is this dichotomy more evident than in the eRFP -- electronic request for proposal.

On the one hand, submitting eRFPs is fast and convenient. On the other hand, it might be too fast and convenient.

"The event-space RFP receives widespread criticism as a slow tool with a low response rate. This problem results from 'RFP spam,'" author Jessi Minneci writes in an article for Northstar Meetings Group. "The tech makes it so easy to send RFPs that buyers might be tempted to include 50 or more hotels on each request. Venues, in turn, often conclude that they have little chance of getting the business, so they take their time, eventually submitting incomplete bids or never responding at all."

The solution, according to Minneci, is to be more selective and more transparent, which results in better, faster eRFP responses.

"Let hotels see all venues copied on the RFP and, later, all those on your short list. It's important for planning teams to qualify hotels upfront and limit each RFP to three to eight venues," Minneci concludes. "This sets up a competitive bid environment while letting sales managers in on the fact that they have a real shot at winning your business. The result? Increased response rates. Hotels act fast and send complete proposals the first time around."

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