Just 17 days after beginning her search for a New York City show site, Sharon Williams had a signed a contract for a 200-room block and 50,000 square feet of exhibit space at the Hotel Pennsylvania.

The process took half the usual time using an online request for proposal (RFP).

“If I had to do it on my own, doing the research and calling, or even going through a CVB and having them send out RFPs, the wait would have been much longer,” says Williams, Director of Trade Show Operations for Technology Marketing Corp. (TMC) in Norwalk, CT, a full-service media company specializing in the communications and high-technology marketplace.

In response to the events of Sept. 11th, TMC launched BiometriTech, to be held June 25–27, 2002, in New York City. The event showcases biometric solutions for secure access and authentication, as featured in TMC’s BiometriTech magazine.

With a shorter-than-usual lead time for site selection and planning — she didn’t start until Dec. 16 — Williams was initially overwhelmed by her facility choices. She went online to narrow the field using one of the popular industry search engines, then switched to mpoint by PlanSoft (www.mpoint.com ) because it was simpler. “The other just had me going in circles,” she says.

Using mpoint’s facility/ supplier search, Williams submitted her preferred and alternate dates and room block requirements. The search returned about 20 hotels with availability. She completed the Zero%RFP, a commission-free RFP that consolidates requirements on a single form, and checked off the properties that met her search criteria. With the push of a button, the RFP was sent to all 20 hotels simultaneously. Less than a day later, Williams received replies by e-mail and fax from about 10 properties.

The RFP provided the information the hotels needed to submit detailed proposals for BiometriTech’s business, which represents about $55,000 — $25,000 for food and beverage and $30,000 for rooms. Williams compared the responses and began negotiating with Hotel Pennsylvania. Because neither the hotel nor TMC paid a fee — PlanSoft eliminated its 4 percent commission on consumed room nights in August 2001 — Williams believes she was able to negotiate the best possible rates. She had a signed contract by Jan. 2, 2002.

The problem-free process was so straightforward, Williams says she plans to use mpoint again, “But next time I’ll start planning earlier!”

For shows in search of new facilities, an online RFP significantly shortens the selection process. And because the RFPs can be saved and recycled, entering data the next time is even easier. Lori Lyn Manav, Manager, Facilities Account Management for PlanSoft Corp. in Twinsburg, OH, says the RFP can store as much history as needed.

“We don’t allow attachments to the lead form, but we have three sections where they can cut and paste information from their document,” says Manav. “Facilities appreciate receiving information in the same place every time, so they respond more quickly.”

Cathy Chatfield-Taylor covers meeting technology as a freelance writer/editor.
E-mail: cathy@cc-tunlimited.com.