do you remember a time when planners called suppliers to provide their rfp details? how about when planners faxed their rfp? and then when planners e-mailed their rfp? well, this method is still being used, although a decreasing trend. today, event management technology is the increasing trend that has traction....according to -emarketer, "the percentage of meeting planners researching and booking on-line is also growing at a rapid pace. an estimated 89% of planners are researching event locations on the web."

what role do these on-line rfp tools play in the meetings industry - after all, this is a people business that is service based...when do the people-to-people interactions come in? When do we speak to discuss the needs of the program over the phone or exchange ideas face-to-face? all these processes are still happening - behind the scenes! technology is a supporting cast, an additional tool to enhance the interaction, not replace it or depersonalize it.

event management technology is not a lead source or a barrier to communication, it is a tool planners use to improve their efficiencies in the sourcing and tracking process. suppliers should embrace it and apply best practices to serve the needs of the planner just as they did when they were called, faxed or e-mailed the rfp specifications. used properly, event technology streamlines the connection between planners and suppliers and supports the needs of both sides.

the planner's "roledex" distribution list of nso/gso and cvb contacts they rely on to assist them throughout the rfp process is now automated on-line. the planner's single point-of-contact in these various roles are their support life lines that bring the human element into the process. the value-add these reps provide cannot be replaced by technology; honest destination feedback, first-hand industry experience, assuring timely responses, and a trusted advocate during contractual negotiations.

how do suppliers incorporate a personal touch to their on-line rfp responses? these on-line tools create uniform availability reports in a time efficient manner. dates, rates and space are important in a side-by-side comparison - how do properties stand out to make the short/site list? i suggest (4) best practices for suppliers to implement when responding to on-line rfp's based on feedback from industry experts.

1. respond on or before the due date

2. response is concise, complete targeted to planner's needs

3. provide attachments/links, promotions, and special packages in the open fields

4. refrain from generic information about the hotel

ficp forum in st. louis (june 16-18th) actually took me by surprise - it truly was not all about the quantity but the quality!  i was pleasantly surprised at this year's forum.  it was not only the best from a standpoint of education. - but each session as well as the general sessions i attended i actually came away with something i could use in my day to day work as well as my personal life.  the design team did a fabulous job with such great presenters and not the same old stuff either.  the attendees were all engaged and i found value in the one on one i had with some key decision makers. it was well worth our investment and they were not kidding when they said, "come meet me in st. louis" as that is exactly what i did.

imagine being up close and personal to the stage where bruce springsteen performed for an intimate crowd of a few thousand fans. we were there. while "the boss" wasn't there on june 9, 2010 for the annual event we call "elevate," more than 75 meeting and event professionals from across the front range were. and, that's what counted the most.

the event kicked off with a series of compelling stories from author and speaker, tommy spaulding. author of a new book titled, it's not just who you know - transform your life by turning colleagues and contacts into genuine, lasting relationships, tommy's story of perseverance and overcoming other's telling what he couldn't do as a dyslexic youngster had the audience enraptured. he was able to convey an understanding of the power of relationships that resonated with both the planners and our supplier partners who were in the room to exactly what tommy suggested: build authentic relationships - human connections built on trust, generosity, with the authentic desire to put others first.

on the same night that my blackhawks took home the stanley cup, many of our guests that evening walked away with their own prizes, compliments of our partner hotels who co-sponsored the event with us. check out this impressive line-up, and you'll know why so many planners made sure they were there:

the broadmoor
the brown palace hotel and spa
the coeur d'alene
the cosmopolitan of las vegas
gaylord opryland resort and convention center
gaylord texan hotel and convention center
hollywood roosevelt hotel
hotel monteleone
hotel nikko san francisco
the inverness hotel and conference center
la fonda on the plaza - santa fe
millennium knickerbocker hotel
sax chicago, a thompson hotel
the scottsdale plaza resort
talking stick resort
terra resort group
the umstead hotel and spa
vail marriott mountain resort and spa
vail valley partnership

this was the 12th year in a row that we at hinton+grusich have held such an event in denver. to be sure, the meeting/event community in greater denver is alive and well, and we are proud to have had an office in denver since 1994 so that could play a role in the evolution of this community.

thank you to all those who support us in colorado. we'll be back with another event in 2011 - in the meantime, you can contact terri woodin, cmp any time you need help finding a location for your programs.

terri's contact info:
9457 s. university blvd, #308
highlands ranch, co 80126

303 379 9774 phone
312 372 1197 fax
303 261 5356 cell

twoodin@hintonandgrusich.com

although without our company association-guru, bill grusich (who had to attend a family affair), h+g was present and in full force ready to celebrate at the association forum's annual gala. the association week culminates in this annual black-tie event where the industry's professional and supplier members are recognized for their industry contributions and commitment. countless of our esteemed association executive clientele, such as carylann assante, cae, vp development of asae and the center for association leadership; as well as h+g's hotel partners, lori kearney, national account executive of meet minneapolis, and jill barnes, vice president of food for thought, were in attendance to celebrate this year's winners.

congratulations to william st. john, cae, president of dietary managers association, for winning the 2010 shapiro award for chief executive officer achievement, it was well deserved for all of his hard work. thank you bill (william) for your leadership and dedication to the industry and also for being a friend and supporter of hinton+grusich for over 20 years!

hinton+grusich had the pleasure of hosting a buyer education program with a number of our clients at la toretta lake resort located 40 minutes outside of houston. we know in texas they do everything in a big way. la toretta lake resort is absolutely no exception to that rule! from the moment we arrived and awed at the lake, to the time our comfy town cars returned us to the airport - the hospitality was hugely incredible.

our opening dinner was at chez roux, an intimate waterfront restaurant featuring a glass encased wine cellar that would impress the finest wine connoisseur! afterwards we had a great time at energie, a fast paced cocktail emporium featuring mega-screen t.v.'s and music from dj's and local bands. la torretta offers great dining options that even the locals take advantage of, including: yoi sushi bar, cococove bar and grill 2 cafe's and sonata piano bar. 

the staff of this hotel has experienceda major transformation of this resort as they recently underwent a $130 million renovation that was completed november 2009. it is obvious they care and they asked each attendee what could they possibly do to make this 4-diamond resort the most enticing destination for professional meetings. they listen - and they react. stories were exchanged about the steps they have taken - and continue to take - to position la torretta lake resort as a great "warm weather" resort destination - far from your 'typical' texas destination.

the resort is vast and the activities are endless. we personally opted for the spa over the 300-slip marina, 18 hole golf course and 3.5 acre water park. come evening, we gathered on the resort's boats and had a great time touring lake conroe and the beautiful homes and surrounding area. we had a poolside dinner where we were able to cook our own steaks and lobsters on the grill - with an incredible sunset over the lake as a backdrop. the chefs went way 'overboard' and impressed our palates with their unique offerings at each and every meal event we indulged in. kudos to the culinary staff!

the 445 suites are gorgeous and trendy (not your typical 'southwestern' ambiance) and the bathrooms as "big as texas." wonderful room product - hands down - agreed by all. all the rooms include complimentary wifi, 24 hour room service, valet parking, 24 hour access to the fitness center and access to the water park. 

this is a super lake front destination that is a great option for any group seeking a destination with lots of leisure options, a great new iacc conference center with 42,258 total square feet of meeting space at the property, and hospitality that is BIG and wonderful.