Be prepared and up-front about what you want. D.M.C.s' number one complaint across the board is planners who ask for proposals without providing basic information about an event, such as the number of attendees, the date and time, and especially the budget. Before sending out a request for proposals (R.F.P.), you should have a basic outline of how much you plan to spend on each activity, the purpose of your event, and the atmosphere desired, so that the company can present you with the most comprehensive proposal. The R.F.P. should also include specific information about the attendees, such as their age range, gender ratio, activity level and interests, where they are from, if they've been to the area before, some history about what the group has done in the past and what was or wasn't successful, and of course, any special needs. Preparing this due diligence means having a thorough understanding of what you want."I give planners a great idea, and while I'm describing it, they're saying, 'Fine, fine.' But when it turns out to be $250 a head and they only wanted to spend $75, it's an issue," says Nadene Grossman, owner of We've Got the Keys, a D.M.C. in Key West.
In addition, planners need to find out how contingencies-such as increases in head count, airport transportation changes, or any special group needs such as wheelchair accessibility-will be handled, advises Lesley Marr, director of sales and operations for Naples Transportation Tours & Event Planning.
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Author: Channing Muller