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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.

Please allow us to make your important meeting successful!

For more information on Business Meetings:
Functions@TheInnofHampton.com or call 800-423-4561
To get specific information for your personalized event, CLICK HERE and complete the form.