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