RFP’s – The Good, The Bad, and The Ugly!

As business owners, we all love receiving those RFP’s (Request for Proposal) because when they cross our desks because they mean there’s an opportunity to win some business.  But I’m not going to lie, there are times they make my heart sink.    A poorly written RFP can drive me over the edge of a cliff in frustration.  It costs time and money when it’s not complete and thorough.

A well thought out RFP makes me smile…it means we can be more creative, more productive and save our clients extra phone calls, emails and often times MONEY.  Most importantly, our clients receive better quotes to help manage their budgets.   Let’s face it, these days it all comes down to the bottom line after all is said and done, doesn’t it?

RFP’s area consistently hot topic and one that will most likely keep coming up over and over…so in the meantime, until we figure out a solution to fix the problem, here are some things that MUST be included when putting together an RFP for a program.

1. Include the program and its history.  This should include destinations and locations where you’ve held the program before (especially if it’s in the same city every year and you are looking for a venue or theme that’s different).
2.  What are the dates of the program?  If you don’t know, then give your preferred dates.  When dealing with destinations and hotels, rates can change between high and low seasons which can have a major impact on the overall budget.  If you start planning early enough, there are many ways that event professionals can help you save money when choosing a destination or venue for your program.
3. What’s the objective of the program?  Is it a sales meeting or an incentive trip? Tell us why you are having the event.  There are many different ways we can tailor a program to deliver your message from start to finish.
4. Tell us what’s important and what’s not.  What level of food and beverage do you like?  What amenities do you want the hotel or venue to have?  Do you want room gifts?  Group transfer or individual car service.  Do you want headline entertainment or a show band?  Every detail helps an overall picture emerge that will help us provide you with exactly the right program.
5. Tell us about the demographic of the guests that are attending.  How many people will be attending?  What is the age range?  Level within the organization?  All men?  All women?  Will there be spouses or significant others? Can they understand or speak English or are they all from Japan or France and we need to consider translation in the budget? I would propose a completely different idea for a Japanese client than I would for a Turkish client.
6. PLEASE give us a budget.  It saves time to know rather than guessing and redoing a proposal and budget over and over.  Even if it’s a first time program, there is still money allotted to it, so put it out there.  I promise we will still be creative no matter the budget!
7. Give us an agenda or outline of the program. If you don’t know, then we can assist you in creating one from those objectives that you’ve given us above.  That way we have parameters to base the proposal on – again saving time and money!
8. Do you have any existing contracts that you need to respect which could impact your program?  It’s important to consider anything that could have an impact on your budget for your program.
9. What are your audio/visual needs?  We’re going to ask questions like how many speakers?  How many awards?  Do you need A/V in breakout rooms?   No detail is too small.
10. Do you need Team Building? What about recreational components? What have you done in the past?
11. Tell us what worked and what didn’t in past programs.  Share as much information from your last program as possible.  We need to know so we can either capitalize on them or stay far away from them. Investing the money into a proposal and then pitching something the CEO hates or was disastrous hinders our ability to win the business.  In addition, we like to be original, if we know what you did last year, we don’t want to suggest the same thing again – we want to raise the bar!

Great RFP’s set your suppliers up for success…and when we are successful…you ARE the star.  As an event planner, I realize I have sounded like I’m addressing only clients, but we all must pause and remember…we are OUR suppliers, clients…all of us need to be specific and thorough in requesting proposals.  If we do that, we all will win in the end.

While I realize that these ten questions are just the tip of the iceberg, I’d love to hear what questions you think are good to include in addition to the ones I’ve listed out here.  Perhaps once I your suggestions, we can begin to create a standard RFP form that will make everyone’s life a little easier.  What say you?

I’ve got to run – that RFP that prompted this blog topic is calling my name.  Please don’t forget to send in your RFP question suggestions to valerie@thevibeagency.com

Is the Florida Adventure Drying Up? NOT!

As one of the premiere attractions for groups spending time in Florida, the Everglades National Park has always held a pull of adventure and mystique.  But, with a lack of water and the severe drought we are experiencing, it has made the popular airboat tours and adventures all but impossible to offer to clients.  So what do we do?

While we are all busy doing ‘nekkid’ rain dances at the Vibe Agency and praying for the return of the airboat tours in full force, we have alternative tours to offer to clients. You can still get up close and personal with native wildlife, and experience the thrill of an airboat ride, you just have to know how to go about it.  And, we know how!!!

Are you ready?  Good.  Time to buckle up for some adventure and fun!  Let us help you create a tour that will put the thrill of adventure back into your program. Check these ideas out!

Adventure Option 1

Our first stop at the edge of the Everglades will be a remote, old-fashioned, roadside fruit stand, entertainment venue and watering hole – “Robert is Here.”  This storied roadside attraction is a popular Everglades family destination. Locals order at the counter, pick up their hand-made milkshakes and shop amidst the hustle and bustle and the various exotic animals on location.

Then we are off to experience a hike at the famous Anhinga Trail at the Royal Palm area of Everglades National Park. Follow the trails and boardwalks to get a close-up view of wild gators, turtles, Roseate Spoonbills and abounding varieties of wading birds and aquatic species.  The Anhinga Trail was so beautiful and indicative of the Everglades that a group of women petitioned for its protection as a state park in the early 20^th Century.  This state park was the genesis of the Everglades National Park established in 1947.

This tour is breathtaking in scope and engaging in detail.  It will reward us with an intimate look at “another Florida”, off the beaten path, little known and charming.  The mixture of Florida’s legendary Everglades with rural and agricultural institutions makes a perfect case for promoting the various “watering holes” of our region.

Adventure Option 2

From the moment you arrive in the too quaint fishing village of Goodland, your senses are wide awake; a small fleet of working fish boats line the tiny harbor; three prominent seafood restaurants vie for your business; (one, the vintage 1869 Old Marco Lodge moved there by barge); little cottages occupy the small grid of streets.  When you step onboard the airboat, you can catch the strong, salty smell of a place that lives on nautical terms.  Departing from the village into the shallow, open, sun-dappled bay, we prepare to pass through “Hell’s Gate” into the maze of islands at the bottom of Southwest Florida’s official civilization demarcation.

Following the Black River as it winds through these islands, we will watch for dolphins, manatees, wading birds, and raptors.  Slipping down Smuggler’s Creek, we may find one of the elusive American Crocodiles that inhabit these waters.  A special treat would be to see some of the rare Roseate Spoonbills that feed in the shallows.  Oftentimes mistaken for flamingos, these brilliantly pink-feathered birds have started a remarkable recovery in this area.

 The 10,000 Islands have been witness to powerful Indian nations, Spanish shipwrecks, pirates and murderous outlaws.  “Bloody” Ed Watson still haunts these backwaters in the long tales of pioneer fishing families.  Still considered the wildest, most unknown place in America, the 10,000 Islands is a good example of time uninterrupted.

Come on! Let’s go!!!  Exciting adventure awaits you!  For more information and pricing on these and other tours, please contact valerie@thevibeagency.com

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Exercise Your Right To…..Play!

One of the biggest challenges facing the corporate leaders of today, with all the mergers of corporations and companies, is how to keep their teams functioning smoothly, blending corporate cultures and creating a cohesive leadership message.  In addition, companies now are more aware than ever before of social responsibility and the impact they have on their communities.  They are striving to be a more visible participant  for the greater good of all.

At The VIBE Agency we are prepared to show companies, through unique experiences, how to work together better, brainstorm, merge teams and keep the channels of communication  open and flowing.  Each and every dollar spent is being watched for its  investment return.  A popular trend has come to light, that of team building.  Teambuilding is not only great for the company but for the community as well.  No longer are groans and sighs heard when teambuilding is mentioned since today’s teambuilding activities are filled with adventure, fun as well as memorable and impactful moments.

Dining in the Dark, Crime Scene Investigations, physically challenging Amazing Race, School Building Projects to Building Bikes and Toy Boxes for charity, there’s a lighthearted way to create office camaraderie and communicate your message while embarking on a playful adventure.

What are your objectives?  What are your company’s social responsibility and goals?  We’re sure they can be met by utilizing one of our exciting programs.  Teambuilding can be done anywhere… at corporate offices, off-site venues and even more exotic destinations around the world.

Perhaps a Road Rally on the AutoBahn in Germany… Pasta Making in Italy… Cooking Competitions in Portugal… or Grape Stomping in France… Dog Sledding in Alaska… The VIBE Agency has the resources and creativity to make an exciting teambuilding experience happen… whenever and wherever!

Here is a small sampling of the teambuilding programs we offer:

• The Amazing Race
• Building The Bikes
• Rocket Building
• Crime Scene Investigation
• Comedy Central
• Build A School
• Cooking Competitions
• Sharpen Your Senses
• Float The Boat

You set the objective, and we help you create a program that will meet and exceed it.  Our creative team has the right ideas to help your company bond, build and extend a helping hand to benefit the communities that they work, live and play in.

Here’s a sample of how one of a programs works: Concept Car Competition

Just like professional racing, this wacky competition is about crew and driver. Your group will be split up into smaller racing teams whose goal will be to build a custom mini-pinewood racer for a people-powered race.

The first order of business will be to elect a Pit Crew Boss. The Pit Boss will provide overall supervision for the project. Once the team has decided on a theme for their car, the Pit Boss will assign each team member a role. Each team member must work together in their various roles if they are to revel in the winner’s circle.

Each team develops a blueprint design that must be approved by Event staff for safety. The car must have a chassis and body. A planner will be in charge of making sure the car is built within budget.

Each team will need an axle, wheels, limited lumber and tools. Materials are purchased from the onsite marketplace and bartering will be enthusiastically encouraged.

Team members must build their race car according to their blueprints. While the car is under construction, other team members will decorate a uniform with the team’s theme.

The completed cars are approximately 18” x 48” and hold a driver. Their lucky driver will wear the uniform for the big race: a race that will be team-powered!

To fire up the team spirit and prepare their driver for competition, team members will create and perform their very own “Champions Chant”.

All cars must pass a safety inspection before they will be allowed to race. Once the racers have passed inspection, drivers will suit up and prepare for competition.

Teams will race against each other and the clock to see who will make it to the final Winner’s Circle. Award medals will be presented for Best Pit Crew, 1st and 2nd Place Race Teams and Best Overall Team.

See how fun that is?  You set the objectives, and we help you create a program that meets and exceeds them.  Our creative team has the right ideas to help your company bond, build and extend a helping hand to benefit the communities that they work and play in.

If you are interested in booking an event or learning more about how we can create a customized team building event that will work perfectly for you needs, please contact valerie@thevibeagency.com for more information.

Until friday…have fun…and get playful!