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Having negotiated hundreds of contracts over the last three decades, I find it extremely disconcerting when I observe an organization negotiate anything without using a Request for Proposal (RFP) prototype. While RFP’s are helpful in all negotiations, any negotiations for conferences and/or conventions with hotels that do not utilize RFP’s invariably eventually having troubling outcomes.

Request for Proposals are important for many reasons. However, it is important that one first understand what an RFP actually is. An RFP is a specific type of inquiry that specifies in detail what the submitting organization’s needs are, and specifically asks the responder how they might address this concern. For the sake of understanding during this article, we will base this negotiation on a hotel negotiation. A properly formed RFP is a thoroughly researched and thought out document, where the organization determines its needs in as much detail as possible. When this is used, there is far less confusion “down the road.” Some of the reasons RFP’s are so important include:

(1) Organizations should use the RFP as a way of creating a competition between various alternative properties and/ or locales. It is important that the cover letter for the RFP let each responder know when an answer is needed by, and that the request is being submitted to multiple facilities.

(2) What types of items might end up being issues? For example, does the hotel charge for parking? Would the hotel make some sort of accommodation regarding this?

(3) Is there a charge for internet use? What concession might be made?

(4) In terms of audio-visual needs, which often become extremely important, what might the property be willing to do in terms of accommodations and concessions? What might be included for free? What kind of minimum guaranteed discount might be offered?

(5) Organizations who will be using guest rooms at a hotel should request complimentary meeting space.

(6) What kind of concessions might be offered in terms of Food and Beverage pricing? This is both one of the biggest profit centers for the hotel, as one of the largest expenses for the organization and its conference.

(7) What is the hotel’s policy regarding special meals or dietary requirements? What is the cost for this, if any?

(8) What decorations, etc., might the hotel offer on a complimentary basis to the organization?

(9) What upgrades, frees, givebacks might the hotel offer regarding guest rooms? What is the best room rates offered, and for which categories of rooms?

(10) What is the best the hotel will do regarding flexibility regarding attrition rate?

These ten items are certainly nowhere near the full needs of an RFP. I have simply used these items to demonstrate the types of things that should be included in an RFP. The answers to an RFP should then because part of the addendum to the hotel contract.

Use of Request for Proposal procedures are best handled by expert negotiators. Your organization should select an excellent negotiator, and permit that individual to guide the entire process. The negotiator should have major input from the beginning, so as not to hamper his ability to best negotiate in the organization’s behalf.

Okay, so you have information packs or such like to give to clients but have nothing to put in them? Okay, good. Now what you need is Presentation Folders to put them in!

So what sort of things should you be thinking about when you you need some folders printed?

* Well first off you need to decide how big you need them, A4 or A5.

* Then you should think about the image you are trying to portray, if your target market is more the younger generation go with gloss as this will attract them. One the other hand, Matt will give a luxury, professional look to your folders.

* Double or single sided printing? Well, obviously single sided will cost less but think about those extra key messages you can get across with printing on the inside too!

* Artwork. This is almost one of them most factors to think about. You must get all the relevant onto it, however you need to keep your design attractive and one that also is in keeping with your current brand look.

5mm Gusset or not? If you have more than approx. 10-15 sheets to put in your folder then you should thinking about upgrading to the folder with a 5mm gusset to allow a lot more information to be held within.

Once you have worked through that list and made your choices, you should contact a professional graphic design agency to complete your artworking. This will streamline the process when it comes to printing.

I hope this gives you an insight to what sort of things to consider when looking at folder printing.

Have you noticed how some people manage to make presentations which leave you feeling extremely impressed? You may not know if it’s been the content or the style; but if they were selling, you’d certainly be buying! So what’s their secret?

These presenters know people buy as much on feelings as on facts, so they deliberately design and deliver their presentation to generate particular emotional states in their audience. They:

a) Know what state their audience will be in at the start

b) Decide what state they want them to be in at the end

c) Work out the stepping stone states they need to take them through

d) Lead them through these states in their presentation

By knowing in advance the sequence of these states they’re able to apply the right actions that keep their audience emotionally and mentally engaged with them. Let’s take an example of how you can do this.

Imagine you’re presenting your company’s new service to a group of business people.

a) Define their current state – e.g. Indifferent.

b) Define the desired state – e.g.  Engaged

c) Define the intermediate states – e.g. Skeptical: Curious: Interested

d) Link these states in sequence – e.g. Indifferent – Skeptical – Curious – Interested – Engaged

e) Decide what evidence you need to indicate they are in the state you intend them to be in. e.g. What do you want to hear them say or do?

f) Select an action to move them from one state to the next – e.g. Indifferent – Skeptical:

Talk about a company that has used your new service. (Likely reaction – “Just because it’s worked for them doesn’t mean it’ll work for us.”

Skeptical – Curious:

Pick a specific business issue they are grappling with and show how your service can benefit them. (Likely reaction – “We can see the merits, but can it really work for us?”

Curious – Interested:

Take another of their issues and go into detail about value/cost, modus operandi etc. (Likely reaction – “Yes, we can see the potential and exactly how it could work.”)

Interested – Engaged:

Move into your call for action, whatever that may be.

The actions to lead them through the sequence of states are key. For example, you may conclude that one-to-one meetings might work better at the start, and having a well prepared case-study is essential.

Interestingly as you plan it out you may even realize that a presentation isn’t going to be the best way to get the result you want. And avoiding wasting other people’s time in presentations is a particular value of knowing this secret!