Meetings Canada


RFP Report

In M&IT’s second annual RFP survey, 258 Canadian meeting planners – surveyed in May, 2011 – told us how they felt about the request-for-proposal process, and revealed the perks and quirks of using web-based RFPs.

2011 RFP Survey Results

2011 RFP Survey Results

Planners agree, when it comes to sending RFPs, e-mail reigns supreme.

What this means to you
While the vast majority of planners are using e-mail and online systems to send RFPs to suppliers, one-third
of planners prefer the telephone. Those who said they pick up the phone to deliver a request for proposal said they do so to test out suppliers’ customer service or to ensure their request was received and not floating around in cyberspace or sitting in someone’s junk mailbox. The Internet has made doing business more convenient, but it’s not a substitute for person-to-person interaction. And just because an online option is available doesn’t mean it will be everyone’s first choice.

Many suppliers aren’t meeting planners’ tight deadlines. Time to speak up!

What this means to you
With shorter lead times and surmounting pressure to deliver, planners need to move quickly. So getting quick responses to RFPs is essential. Although 7 in 10 agree that one business day is an ideal response time, only 34 per cent of suppliers are actually responding within that time frame. The majority of planners (7 out of 10) say they’re communicating their deadlines to suppliers, but are still receiving a late
response. Most surprising is a whopping 96 per cent of planners said they are satisfied with supplier response
times. A slow response is not what any planner wants, but instead, what they’ve come to expect. Sounds like
it’s time to get tough on expectations.

Finding the right venue when planning an event is of the utmost importance. Here are 17 ways planners said they keep up-to-date on current venues and source new opportunities:

  1. Trade publications
  2. Word of mouth
  3. Online research
  4. Direct mail
  5. Sales calls
  6. Social media
  7. FAM trips
  8. Local trend magazines
  9. Newspapers that list openings
  10. Recommendations from
  11. colleagues/friends
  12. E-mail marketing
  13. Tourism offices
  14. Events
  15. Trade publications
  16. Word of mouth
  17. Direct mail
  18. Sales calls

There’s often a price we pay for convenience. But do the flaws outweigh the perks? You decide.

What planners like about online RFPs
• User-friendly and fast
• The ability to send an RFP to multiple suppliers at once
• The ability to map out your day

What planners DISLIKE about online RFPs
• Privacy concerns
• Lack of flexibility
• No confirmation of receipt

Download the full survey.

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