Demystifying RFI’s, RFP’s and Proposals to Win Business

1. Demystifying RFI’s, RFP’s and Proposals to Win Business uncover the mysteries behind great proposal writing. Learn how to decipher proposals to avoid surprises down the road. You'll leave this session with greater confidence to tackle your next RFI, RFP, or proposal.

2. Demystifying RFI’s, RFP’s and Proposals to Win Business Moderated By Robb Thornsberry Infinity Events Inc. Panel of Experts Charles Massey, CMP SYNAXIS Meetings and Events Janine Micucci Along Came Mary Events Lenny Talarico MGM Mirage Events

3. What Is….? A RFI: A RFI or Request For Information is a standard business process whose purpose is to collect written information about the capabilities of various suppliers.

4. What Is….? A RFP: A RFP or Request For Proposal is an early stage in a procurement process, issuing an invitation for suppliers, often through a bidding process, to submit a proposal on a specific commodity or service.

5. RFI’S… Getting To Know You, a planners perspective

6. RFI’S… Getting To Know You, a planners perspective Questions for the panel: • How often do you submit a RFI?

7. RFI…Let me tell you about me, a suppliers perspective. • How often do you receive RFI’s?

8. RFI’S… Getting To Know You, a planners perspective Questions for the panel: • What information are you seeking?

9. RFI…Let me tell you about me, a suppliers perspective. • What are some of the standard questions you receive?

10. RFI’S… Getting To Know You, a planners perspective Questions for the panel: • At what stage in your planning is it submitted?

11. RFI…Let me tell you about me, a suppliers perspective. • Do you respond to RFI’s or send clients to your website instead?

12. RFI’S… Getting To Know You, a planners perspective • Do you use a template when submitting a RFI?

13. RFI…Let me tell you about me, a suppliers perspective. • What do you add to make you stand out?

14. RFI’S… Getting To Know You, a planners perspective • How critical is the information you receive in making your decision?

15. RFI’S… Getting To Know You, a planners perspective • What are the key critical pieces of information you need?

16. RFI…Let me tell you about me, a suppliers perspective. • Have you found that responding to RFI’s increases your chances in winning business?

17. RFI’S… Getting To Know You, a planners perspective • With the internet, are RFI’s still relevant?

18. Request For Proposals (RFP) The RFP process is no day at the zoo. "The RFP" Be an animal when submitting your RFP.

19. Show Me What You’ve Got! The RFP process. PLANNER: - When submitting a RFP, what information do you provide the supplier?

20. Show Me What You’ve Got! The RFP process. SUPPLIER: - What information would you like to see in a RFP that you currently don’t see?

21. Show Me What You’ve Got! The RFP process. PLANNER: -Do you provide specifics or just general details?

22. Show Me What You’ve Got! The RFP process. PLANNER: -How much if at all does procurement play a role in the RFP process.

23. The RFP Process PLANNER: • What are some of the common mistakes a seller can make when responding to a RFP?

24. The RFP Process SUPPLIER: • What are some of the common mistakes a buyer can make when submitting a RFP?

25. The RFP Process PLANNER: • Does your company have a three bid requirement?

26. The RFP Process SUPPLIER: • How do you ask if the planner is obligated to request 3 bids even if they know they cannot use you?

27. The RFP Process SUPPLIER: • How often have you had to bid on a piece of business for a long time existing client?

28. The RFP Process PLANNER: • Do you submit an “apples to apples” template to be used for fair evaluations?

29. The RFP Process RESPONDING TO A RFP Planner / Supplier • What are the key elements needed in creating a winning bid?

30. The RFP Process RESPONDING TO A RFP Supplier What format do you use in creating a winning bid? • - Word Document • - Power Point • - Story Boards

31. The Proposal RECEIVING THE PROPOSAL What is your #1 frustration when receiving a proposal?

32. The Proposal RECEIVING THE PROPOSAL What does the supplier have to do to set them apart?

33. The RFP Process SUBMITTING THE PROPOSAL Supplier: How creative do you get? Descriptive paragraphs, renderings, photos…etc.

34. The RFP Process SUBMITTING THE PROPOSAL Planner: How much is the creativity necessary? Are you just looking at the bottom line?

35. The RFP Process RECEIVING THE PROPOSAL What are the reasons you may not select a company?

36. The RFP Process RECEIVING THE PROPOSAL What can a supplier do to improve their responses?

37. The RFP Process SUBMITTING THE PROPOSAL How much lead time do you need for a standard proposal? How much lead time do you typically get? How much does the lead time effect your creativity?

38. The RFP Process RECEIVING THE PROPOSAL Do you allow in person presentations? Why or why not? How much follow up after a proposal has been sent is expected? How much is too much?

39. The RFP Process ETHICS Planner: Do you share information from one bidding company to another?

40. The RFP Process ETHICS Supplier: How do you protect your intellectual property?

41. RFI and RFP wrap up Are RFP’s and RFI’s altered based on a demographic or industry?

42. RFI and RFP wrap up Does the economy effect the RFI and RFP process?

43. RFI and RFP wrap up Can RFI’s and RFP’s be used as a negotiating tactic? How much is negotiable? When do you walk away?

44. RFI’s RFP’s and the Proposal QUESTIONS FROM THE AUDIENCE