< PreviousM arc Andreessen, co-founder of the venture capital firm, Andreessen Horowitz, cre- ated a furor when he called for a total ban on alcohol at tech industry events. He tweeted alcohol could lead to inappropriate behavior and could create an unwelcoming environment for women and minorities. Andreessen isn’t the only prolific execu- tive to make such a statement. Salesforce CEO Marc Benioff enacted a no-alcohol pol- icy, saying alcohol is a drug and is unfair to the Ohana (Hawaiian word for family), who either do not want it or can be intolerant. The concept sparked a new group, Sober- force. It’s a community for sober, sober- curious and sober-allies at Salesforce. The growing group now includes 450 members. The issue has intensified along with sex- ual harassment and assault incidents at tech events. As a result, the nonprofit group, Project WHEN (Workplace Harassment Ends Now), was created to help combat the issue. Studies show that alcohol consumption can increase the likelihood of Buzzkill BY KATHY MONTE Alcohol May No Longer Mix at Corporate Events 20 April 2023 | Corporate & Incentive Travel | TheMeetingMagazines.com INDUSTRY TRENDSthese types of incidents and therefore a primary reason for the ban at corporate events. Still, if there’s alcohol, experts say that corporate duties must be conducted during the social event. In addition, employees must be made aware the same standards of behavior will be in place during off-site events as those at the workplace. “At first, the announcement that alcohol would be banned at industry events was met with mixed reactions,” Anthony Prusak, director of business development at FHT Global, says. “Some attendees were disappointed, while others wel- comed the decision with open arms. As for me, I was in com- plete agreement with the ban. In my 30-plus years of experi- ence, alcohol often leads to poor decision-making and inap- propriate behavior at professional events. People can become loud and obnoxious, and it can be difficult to network and make meaningful connections in such an environment. I can purchase my own adult beverages outside of the event at a local bar or restaurant, if I choose.” There can be other considerations as well, Prusak added: the risk of someone getting drunk, causing a scene or even getting into an auto accident. Another impetus behind the ban has been the emphasis on corporate diversity, equity and inclusion (DEI). Some could be in recovery for substance abuse. Alcohol Service Should Include Drunkenness Plan If there’s alcohol at an event, there should be a contin- gency plan that outlines specific steps for dealing with drunkenness. For example, some sporting-event venues have stopped serving alcohol before the game ends. This tactic can help attendees sober up before leaving. At any gathering, there will be people who choose not to drink. This should be respected and not spotlighted. The cocktail hour may not appeal to everyone. There are some who struggle with substances, others who do not imbibe because of religious practices, as well as for health reasons. Differing Event Dynamics, Differing Precautions Dana Toland, chief event planning strate- gist and sourcing specialist at IT Exchange Group, says the issue of serving alcohol or not depends on the type of attendees. “In my 20-plus years of experience, I have never received a complaint of harass- ment or misconduct about another attendee’s actions resulting from overconsumption of alcohol,” she says. “My conferences typically include 30% to 40 % of professional-international attendees, making for a diverse audience. They seem to enjoy a cocktail or two, but it is not the focus of their night.” She does stress her company takes the issue seriously. As an added precaution, it hires extra bartenders and servers to help monitor consumption. “Our events also have 24-hour security,” Toland says. “We have walk-through receptions to Adobe Stock TheMeetingMagazines.com | Corporate & Incentive Travel | April 2023 21make sure that there are no problems or potential problems. If we feel in advance that there is risk for overconsumption, then we have issued two-drink tickets to each attendee, and don’t permit them to purchase more. Plus, it is our company policy that two-to three-staff members remain in the recep- tion and/or lobby bar area, until the area bars have closed for the evening.” Banning Alcohol Isn’t Complicated, But is it the Best Solution? Planners agree that an alcohol ban during events lim- its liability, which is always smart. It doesn’t have to be complicated. “To enact the ban, organizers could simply choose not to serve alcohol at the event,” Prusak says. “They could also make it clear in their marketing materials and communica- tions that alcohol will not be provided or tolerated. Finally, they could have security on hand to ensure that attendees are adhering to the policy.” Event organizers can offer engaging activities that don’t revolve around alcohol. For example, they could host a panel discussion, keynote speaker or team-building exercise. These activities not only provide attendees with something to do, but also create opportunities for networking. If alcohol is served, then professional bartenders should be hired so they can spot who has had too much to drink. If employees pour their own drinks, then it’s more likely they could over indulge. Nonalcoholic Beverages = Inclusivity Cate Faulkner and Jen Gilhoi, cofounders of the Zero Proof Collective in Minneapolis, MN, want to promote more spaces with non-alcoholic beverages. They are educating planners about the growing non-alcoholic (NA) movement and its importance for corporate events. There are other beverages readily available for events, such as nonalcoholic, ready-to-drink beverages, NA spirits, NA wine and NA beer, as well as elevated, zero-proof cocktails. Employee Resource Groups in many global companies are helping with the NA movement — as shown by Salesforce, Oracle and more. “We are disrupting a space that has been central- ized around alcohol and drink tickets that can only be redeemed for alcoholic drinks,” Gilhoi says. “At corporate NA bars we’ve hosted, it’s exciting to serve elevated nonal- coholic beverages that are equal to or higher value than alco- holic options. Employees appreciate this and we love seeing them redeem their drink ticket in anticipation of enjoying a celebratory beverage crafted just for them.” These are not ho-hum, nonalcoholic drinks. At a recent corporate event, the offerings included elevated, zero-proof cocktails with names like Lemon Golang, Basil Rosa and Minneapple Mule. “The flavor, garnishes and low sugar created quite a stir and provided a valued option for those who wanted to try something new, or those who choose not to drink for what- Adobe Stock To avoid drunk driving, provide transportation after an event, or ride- sharing vouchers. 22 April 2023 | Corporate & Incentive Travel | TheMeetingMagazines.com In my 30-plus years of experience, alcohol often leads to poor decision-making and inappropriate behavior at professional events. ANTHONY PRUSAK Director of Business Development, FHT Globalever reason,” Faulkner says. Her favorite comment came from a woman who walked up to the NA bar and said, “Where have you been all of my whole corporate life?” Faulkner and Gilhoi agree corporations have the pre- rogative to ban alcohol, but this is not part of their mission. Zero Proof Collective’s mission is not about taking alcohol away but providing more nonalcoholic-beverage options at social gatherings. They say this is more aligned with the cur- rent NA movement as well as the cultural shift happening all over the world. With Alcohol Comes Responsibility “Giving full attention to the role of alcohol in planning your event will minimize the associated risks, such as unruly guests or worse,” says Wade Pederson, senior vice president of property and casualty and management liability at Wood- ruff Sawyer, an insurance brokerage and consulting firm. Woodruff Sawyer offers the following guidelines: Review local and state laws regarding the sale and con- sumption of alcohol. You may need to obtain a special license or permit to serve alcohol during your event or confirm that the venue or caterers are properly authorized to do so. Confirm with the venue that serving alcohol is permitted. In addition, bartenders should be licensed. Security should check identification, control access and enforce the last call. Check if the venue has general liability, or liquor lia- bility, insurance. Woodruff Sawyer recommends using a mutually agree- able contract, which contains provisions that appropriately transfer risks to the caterer services. These provisions should include indemnification of your organization and require the vendor to provide a Certificate of Insurance. The contract should specifically require the inclusion of your organization as an additional insured under their Commercial General Liability insurance policy, as well as supported by the cer- tificate as proof. This provides protection for the organiza- tion’s vicarious liability under the vendor’s insurance policy. Part of screening vendors should include the training of servers and the assurance the vendor tracks that train- ing and certification. Training for Intervention ProcedureS (TIPS) certification is a well-known program across the country. And in some states, like California, there are addi- tional requirements for serving drinks, such as Responsi- ble Beverage Service certification. Vendors should be able to show required certifications and how they track those who serve alcohol. For mixed drinks, vendors should be able to show how they ensure the proper amount of each type of alcohol is dis- pensed. There is technology and auditing processes available to help make sure the intended amount of alcohol for each drink is correct. Woodruff Sawyer also recommends using bar signs and giving servers orders to cut off those who are intoxicated. Drunk Driving Liability A drunken driver is the single largest risk associated with hosting an event. According to the National Highway Traf- fic Safety Administration, each day 32 people die in the U.S. from drunk driving crashes. There were 11,624 preventable deaths in 2020. To eliminate this risk, provide transportation after your event. Another alternative is to offer ride-sharing vouch- ers for the event. “I fully support the decision to ban alcohol at industry events,” Prusak says. “By doing so, organizers can create a more professional and productive environment that encour- ages networking and relationship building. And with a little creativity, there are plenty of alternative options that can help make the event just as enjoyable without the presence of alcohol.” C&IT Courtesy of Zero Proof Collective TheMeetingMagazines.com | Corporate & Incentive Travel | April 2023 23 Employee Resource Groups in many global companies are helping with the NA movement — as shown by Salesforce, Oracle and more.M eeting planners have always dealt with challenges — it’s their job — but some- times it’s time to mix it up and operate beyond the boundaries. Translation: It’s time to substitute destinations known for mega-hotels, oversized arenas and high-density living for those smaller and slower in pace, but complemented by luxury enhancements and back- to-nature lures. Remarkably Remote: McCloud, CA With a population of less than 1,000 residents, McCloud, CA, isn’t on the radar of many corporate planners. However, its authenticity and natural amenities captured the attention of one of the world’s perfectionists, newspaper tycoon Wil- liam Randolph Hearst. As the setting of the family’s private estate — not the famous Hearst Castle — but rather Wyntoon, the town’s anonymity remains an attraction for celebrities. These have included Clint Eastwood, as well as earlier stars such as Davy Crockett and Fess Parker. Located at the base of Mount Shasta — the state’s noted 14,180-foot landmark in the Cascade Range of north- ern California — McCloud has a rich history in the mill industry. There are many outdoor activities, including skiing the legendary peak, world-class fly fishing, spe- lunking and rafting. Few in the corporate world know of McCloud, but San Francisco-based Pattern Energy Group is an exception. The renewable energy company has a wind farm in the town of Burney, 50 miles southeast of McCloud. A few years ago, the former executive assistant for the company, recalled her trip to the town. She mentioned that it seemed natural to have the team of 23 meet in San Francisco and board a bus for McCloud to spend time at the wind farm and have a one-night, get-to-know-each-other-better getaway. She mentioned how nice it was to get away from the hustle bustle and enjoy a pure, natural setting in an off-grid locale. When it came to where to stay the night, the company chose The McCloud Hotel (self-described as “an upscale, clapboard inn paying homage to bygone times” but with modern conveniences). “I don’t want my (attendees) to lose any of the amenities,” McCloud innkeeper Cindy Rosmann says. “That’s the surprise we have here.” Hoping to showcase the best of the town, the hotel gives Hidden Gems BY CYNTHIA DIAL Unique Destinations for Your Next Event 24 April 2023 | Corporate & Incentive Travel | TheMeetingMagazines.com SITE SELECTION There’s a lot to learn about our country’s culture and much of it is here in Santa Fe and New Mexico. JAYSON TEAGLE Founder and CEO Collideoscopeattendees the following options: golfing at the McCloud Golf Course, kayaking on the McCloud Reservoir or hiking the McCloud River Falls Trail. At first glance, McCloud’s downtown seems simple, consisting primarily of its three- block Main Street. However, the town offers three historic- boutique-luxury properties, including their restaurants and meeting spaces, a collection of fine dining eateries, as well as the potential of seeing bears at night. After the Pattern Group danced the night away at the hotel’s next door hangout, the Axe & Rose Public House — the lumber town’s former workforce cafeteria and dance hall preserved in its original 1930s condition — the executive assistant says her morning highlight included this memory: Walking along the railroad tracks for fresh air and fresh views of Mount Shasta. “For me, that morning walk was really the highlight of our stay,” she says. “It pained me to return to the congested Bay Area. … I think there was something about being away from any sort of urban-suburban sprawl that was especially conducive to everyone being able to relax, catch up and get to know one another.” Purple Mountains Majesty: Whitefish Lake, MT Located one hour south of the Canadian border, The Lodge at Whitefish Lake (Mon- tana’s only AAA Four Diamond-rated resort) is perfectly positioned within the Rocky Moun- tains on the edge of Glacier National Park. The Whitefish Lake location attracted VetVaca- tionCE, which specializes in continu- ing education for veterinarians in a vacation setting, and its group of 150 attendees, in the past few years. Having visited such past destina- tions as Austin, Texas, Charleston, South Carolina, and Utah’s Zion National Park, Dr. Joel Beth Navratik, veterinarian and the organization’s co-owner, says of the Montana selection: “The national park is amazing with its distinctive landscape and glacier lakes. Plus, we have a goal of visiting all the national parks.” The destination has stand-up paddle boarding, whitewater rafting, mountain biking, float- plane tours, horseback riding and tours of Glacier National Park in vintage red buses styled from the 1930s. Navratik’s group activities included boating on the resort’s 31-foot custom cruiser (The Lady of the Lake) and hiking around Lake McDonald, the national park’s biggest lake. One highlight mentioned by the planner, which enhanced the sem- inars’ educational sessions, was an open-air location beneath a permanent, oversized tent situated lakeside. “Looking out over the water during the lectures was magical,” Navratik says. Southwest in Santa Fe, NM Though remote, Four Seasons Resort Rancho Encantado is not without indulgence. When Jayson Teagle, founder and CEO of Collideoscope, a talent management agency for high- profile leaders, discovered the resort just outside Santa Fe, he says he knew he’d found the perfect setting for his cli- ent, Ginger Hardage and her high-end events. As founder of Unstoppable Cultures, Hardage, a former senior vice presi- dent of culture and communications for Southwest Airlines, Courtesy of Dr. Joel Beth Navratik Courtesy of Jayson Teagle / Collideoscope WHITEFISH LAKE, MONTANA SANTA FE, NEW MEXICO Dr. Lisa Powell (left), Dr. Simon Platt and Dr. Joel Beth Navratik. The Four Seasons Resort Rancho Encantado Santa Fe in New Mexico has a program to teach attendees about equine therapy, and how it can improve human communication. TheMeetingMagazines.com | Corporate & Incentive Travel | April 2023 25has retooled a successful formula she helped create for the airline company. Today, she shares this philosophy with attendees of her organization’s four-day, interactive, in-person master-class experiences — attracting executive attendees from such companies as Ama- zon, Cisco and NorthFace. According to Teagle, the selection of this Four Seasons resort for Unstoppable Cultures’ events was a no-brainer. While the resort is small with 65 private, stand-alone casi- tas, it has a large property with 57 acres, providing plenty of fresh air, signature sunsets and relaxation in a safe, com- fortable environment. With the resort’s Adventure Center and its Adventure by Design program, customization is vast. They include early-morning guided-hikes along the Camino Encantado Trail, hot air ballooning, jeep tours and horse- back riding. Among its cultural excursions are a Santa Fe city tour, a Georgia O’Keeffe-Abiquiu expedition — famous for the noted artist and longtime Santa Fe resident, along with guided outings to nearby pueblos timed for seasonal, cer- emonial dances and feasts. Teagle says: “We’re gonna make this home. There’s a lot to learn about our country’s culture and much of it is here in Santa Fe and New Mexico.” Near Santa Fe, it is possible for a group to interview a Native American chieftess, indulge in a salsa-making con- test and learn about equine therapy — and how dealing well with horses can translate into communicating well with col- leagues. So, whether it’s bourbon and cigars while listen- ing to a former Navy SEAL, who was an Unstoppable Cul- tures’ coach for the session, or roasting green chilis with one another, there were plenty of activities. Sunny Sarasota, FL “I source meetings globally, but one of my favorite spots for a venue is Sarasota,” says Missy Erickson, event strate- gist at Maritz Global Events and resident of the city near the Gulf of Mexico. Erickson’s client, PGT Innovations, hosts its annual PGT Innovations Sales Meeting at the Art Ovation Hotel, Autograph Collection, in downtown Sarasota. It is held each fall for 60 to 80 attendees, who gather the national sales force and leadership to collaborate on business strategies. The hotel is located near the theater district and displays more than $35 million in artwork from local artists. Each meeting room is filled with original paintings and artistic touches from Sarasota regional artisans. The artsy bou- tique hotel also offers a sunset team-building event called Picasso and Painting. Held on the hotel’s rooftop, attendees are divided into teams, given art supplies and receive guid- ance from a local artist. Prime team-building opportunities also include shark tooth hunting at Venice Jetty, kayaking or stand-up paddle boarding through the Lido Key mangrove tunnels and traversing the canopy walkway at Myakka River State Park, and more The Sarasota-corporate experience is unlike those in Miami or Orlando. “I have used larger cities for venues, but the bigger cities do not offer the uniqueness and personality that smaller destinations serve up,” Erickson says. She adds smaller groups are more easily able to eat off-site at local res- taurants, and transportation is never an issue, especially if situated in the downtown area. “Sarasota is a safe city,” Erick- son says. “Our streets are quiet at night and peaceful during the day. We are very rich in culture but still have the small- town mentality, where everyone looks out for one another.” In the end, Sarasota lends itself to a more intimate, bou- tique-like setting. “There is no hustle and bustle like you find in larger cities,” she says. “As an escape from fast-paced places, when in Sarasota, you want to slow down and enjoy the surroundings. And being surrounded by water creates a calm, relaxing atmosphere which, in turn, generates an opti- mum learning and collaborative environment.” Courtesy of Elisabeth Gerkovich / SeneGence ASPEN, COLORADO Joni Rogers-Kante, founder & CEO of SeneGence, chose Aspen, CO, for their Queen Retreat, a leadership getaway for top qualifiers. 26 April 2023 | Corporate & Incentive Travel | TheMeetingMagazines.comHigh-Elevation Luxury: Aspen, CO “There’s a certain comfort level with intimacy created by small venues,” says Elisabeth Gerkovich, global events man- ager at SeneGence, a marketing company that sells skincare and makeup products. “Our company is always on the cut- ting edge of what people are seeking at the time.” And now is the time for incentive groups to go small. At 3.6 square miles, Aspen, Colorado, is diminutive. However, the town, which exploded upon the discovery of one of the world’s rich- est silver lodes, has maintained its original prominence, and to this day is recognized for its high-country, high- style atmosphere. Attracted to this elegant energy is Joni Rogers-Kante, founder and CEO of the Oklahoma- based skincare/makeup company, who selected Aspen as the site of SeneGence’s Queen Retreat, a Thursday through Sunday leadership getaway of about 25 top qualifiers. The Gant, the area’s premier condominium resort, was picked for its lodging facilities. Distinctive moments in and around the destination included daily-sunrise-rooftop yoga, a private off-site cooking class and a SeneGence-only func- tion atop Aspen Mountain. The function was complemented by glasses of champagne upon arrival and, upon departure in the gondola, cake pops decorated in the company’s colors — royal blue dusted with an edible gold shimmer. Meredith Maaske, Gant director of sales, helped find a private golf instructor for Rogers-Kante, who was fine tuning her golf game for an upcoming outing with a U.S. president. Gerkovich says the staff at The Gant remembered the little things, down to the locally-inspired menu, to make sure they were cared for, something she says she greatly appreciated. There are four mountains surrounding Aspen, with miles of hiking and biking trails, a historic downtown, restaurants and boutiques, and such distinctive group venues as Holden/ Marolt Mining & Ranch Museum, the Wheeler Opera House and the 48-acre Chaparral Ranch. Aspen has an average of 300 days of sunshine. Summer was not on Gerkovich’s radar. She had always thought of this elite enclave as a winter des- tination. However, once introduced to Aspen, she longs to return with her own family — the premier endorsement for a planner, “From the moment you land, there’s just something quaint about Aspen. You feel you’re in an intimate space with nature and are with those who appreciate nature. Everything feels special in Aspen,” she says. Go for the Gold: Adirondack Mountains The Adirondack region has been a vacation destination since early on, when it was the place to get away, especially life in New York City. It remains the place to go to unplug, regroup and commune with nature. “Once you cross the blue line of the Adirondack border, you feel like you’ve actually gotten away from the craziness of everyday life,” says Stepha- nie Lange of the Mirror Lake Inn. Located in Lake Placid, the hotel attracted the attention of Behavioral Health Services North. A representative of the company explained last year why it was chosen: its 40-mile proximity to the company’s headquarters in Plattsburgh, NY and its ease in developing an inspired meeting theme. It’s the setting of the 1980 Winter Olympics, when the U.S. Men’s Ice Hockey team (Miracle on Ice) won the gold medal. The goal of the two-day retreat for a small employee group was to reflect on the past year and plan strategic business goals. It was titled The Competitive Edge, which perfectly reflected the goal of the retreat. The representative explains: “We thought this would be an ideal location to plot our future and cultivate a more competitive edge in the marketplace.” As the state’s only AAA Four-Diamond hotel/restaurant combination outside New York City, the destination is popu- lar for its tranquil-lakeside lifestyle, private beach and year- round experiences, such as skiing, boating, fishing, hiking and more. Its award-winning dining features such specialties as a breakfast with locally sourced products, the region’s pork pate served with house-made apple butter and Hudson Val- ley foie gras. It was the resort’s chocolate chip cookies that made an impression. The representative adds, “Reservations and timing go much more smoothly, and then there is the personal attention. It’s always there.” C&IT Courtesy of TJM Communications SARASOTA, FLORIDA Missy Erickson, lead strategist at Maritz Global Events, says smaller cities, like Sarasota, offer uniqueness and personality. (Above): An aerialist from the Circus Arts Conservatory serves wine at The Ringling. TheMeetingMagazines.com | Corporate & Incentive Travel | April 2023 27M eeting planners and venues, as well as suppliers, need to build robust relation- ships. A first step begins with a request for proposal (RFP), especially when meeting planners can’t tour multiple des- tinations and, therefore, want to choose a venue without an initial visit. The RFP should be strategically written, and subse- quently responded to, for an event’s success. It begins with planners writing as thoroughly as possible, as well as tailor- ing it to a specific service: it could be for a hotel or resort, technology, marketing, catering, audiovisual, entertainment, or meeting- and event-production services, among others. The more key information provided to the vendor, the more thorough a response. Jill Garcia, president and owner of the meeting and event planning firm, The Hutton Group, says precision is para- mount when it comes to an RFP. “The more specific you are in an RFP, the easier it is for the hotel or vendor to provide the correct needs,” Garcia says. “For example, requesting a meeting space and not speci- fying the set of said space can make for an uncomfortable situation if the details are not accurate or caught before con- tracting. Ensure that you provide the vendor with the actual needs versus general requests. Things can be interpreted differently from client to vendor. Having a western-themed event? Specify that you want a country band versus a band. An inaccurate RFP could spell disaster.” New Tech can Assist but Keep the Human Touch When Garcia started in the industry, RFPs were faxed. The paper trail could easily be lost, or misinterpreted by messy handwriting. “Today, an original RFP can be traced for accuracy with online formats or through email,” Garcia says. “In the past, if there was an error on paper or a space-booking error, that booking could be pencil erased and there wasn’t accountability or proof of who made the mistake or change.” Genny Castleberry, CMP, director of sourcing at Bright- spot Incentives & Events, agrees RFP technology has advanced to make it more strategic. Even so, the human ele- ment is still key. “We are seeing hotels still struggling with staffing short- ages stemming from COVID and the delayed responses to hundreds of leads coming in daily,” she says. “It is not uncom- mon to receive hotel responses well past the due date, which is unfortunate as timelines can’t always be extended when a client or prospect is expecting a proposal by a certain date. Technology is a wonderful tool, but we will always need the human connection to make it a win-win in the meeting and events industry. Although it may take more time on the front end, a meeting planner should try to include budget, program history, program details and decision timeline.” That’s why Castleberry says the more details, the faster a response from hotels and vendor partners. And after the RFP response, it’s important not to just rely on emails or the RFP platform, but to talk directly with a sales manager. Be transparent about the decision timeline: Castleberry recommends clearly articulating with the vendor how the bid or decision-process works, as well as how you prefer to handle the follow up by hotel and others. “Most sales manag- ers will follow up early and often, so to eliminate additional work for both parties, include information in your RFP regarding your expectations and anticipated timeline,” she says. “Don’t blanket an RFP to the world but instead strat- BY CARMEN ANTHONY Creating a More Strategic RFP Hit the Target 28 April 2023 | Corporate & Incentive Travel | TheMeetingMagazines.com PLANNER TIPSegize on destinations or properties that would be the best fit for your program.” Remember The Venue’s Perspective When creating a strategic RFP, keep hotel priorities in mind. As Tom Pasha, president of the event planning company, CONTACT Planning, explains that hotel sales managers are trained to maximize revenue and minimize waste for each department. “The planner should include as much salient, revenue- driven information as possible on the exact rooms, meet- ing space and banquet sales that the group will bring to the hotel,” says Pasha, who teaches a class for meeting plan- ners, The Meeting Planning MasterMind, in which he dis- cusses hotel operations, P&L, RFPs, space usage, negotia- tions and contracts. Pasha points out that, years ago, rather than using RFPs, planners would simply speak with sales managers and negotiate a group package. Now, most sales managers are required to present each booking to their director of sales for approval. “Sales managers are often competing with other sales managers for specific dates, so the planner needs to show as much revenue, space management and room opti- mization as possible so their sales manager will win the com- petition,” he says. Another RFP strategy includes spelling out hybrid-event plans. In the post-pandemic environment, Vinnu Deshetty, founder and CEO of EVA Event Tech Hub, says many plan- ners are still trying to determine their virtual- or hybrid-event strategy. This can affect the RFP progress. Collaboration amongst vendors once happened after vendors were cho- sen. “Now, I’m seeing more planners involving their existing vendors to be part of the selection discussion,” she says, giv- ing the example of a client who asked Deshetty to meet with its AV vendor. They were able to tell them how the Earned Value Analysis (EVA) software and onsite staff would work with the AV team. “By directly communicating with each other, we were able to ask questions and get information that ultimately pro- vided the best solution for the client,” Deshetty says. “RFPs are great place to start and identify the basic requirements.” Learning the RFP Ropes As with most components of any role, we often learn from our mistakes. As such, it’s important to pay attention to When creating an RFP, be specific about the types of activities to include. If you want country music, for instance, be sure to specify that versus “a band.” (Right:) Brightspot Incentives & Events team at Billy Bob’s Texas in Fort Worth. TheMeetingMagazines.com | Corporate & Incentive Travel | April 2023 29Next >