Submitting Meeting Specifications or a Request for Proposal (RFP)

After the preliminary research is complete, create a Request for Proposal (RFP). This allows a property to see, in writing, the information about your group. Preparing the specifications is a valuable process because it requires the planner to think about all the needs of the group. Document all site requirements, including:

• Preferred dates and optional dates (if available)
• Number and types of guest rooms
• Number, size and usage of meeting rooms and the times they are needed
• Range of acceptable rates
• Dates and types of meal functions and breaks
• Exhibits and any other special events or activities
• Any related information such as complimentary requirements

Inspecting the Site

No facility will look the same in person as it will on paper, nor will you be able to get a sense of service without going to the site. If your budget or time does not allow you to visit the site, some options are available to you:

• Check with the planners in other departments of your company to see which properties they've used and which ones they would recommend.
• Use the Internet to view sites, and/or contact the local convention and visitors' bureau for materials, including facility descriptions, city maps, transportation information, etc.

For more information on Business Meetings:
Functions@MuddyRudder.com or call 207-989-5389
To get specific information for your personalized event, CLICK HERE and complete the form.