Perfect Pitch — Crafting an Event Venue RFP
Like pieces of a very large jigsaw puzzle, all the components of an event must come together and fit perfectly for it to be successful. Choosing the right venue is essential, so creating an effective RFP that not only gets noticed, but elicits a prompt response is critical. Dave Muehl, co-owner of Badger Farms, has more than a few suggestions for planners who want to gather as much information as possible before making that all important choice of venue.
Q. Tell me about Badger Farms and what you do there.
A. Along with my wife Betsy, I own and operate Badger Farms. Badger Farms has a newly renovated barn designed to host any kind of special life or corporate event such as graduations, weddings, anniversaries, proms, banquets and more. We only host one event at a time, so there are no other guests or distractions to take away from the event taking place. Badger Farms is also a working farm, where we plant marsh hay which we then sell to southern Wisconsin farmers, horse enthusiasts and contractors.
Q. What is the key information that should always accompany an RFP?
A. Specify what you’re looking for. If you can, identify your guest list ahead of time. For example, last week we received an enquiry from an honor students’ organization looking for a space with an open area inside in which 126 kids could sleep. They don’t have a budget for motel rooms. What we need to know is how are they getting here? Busses, cars? What kind of hours will they be keeping? What other kind of facilities will they need? Restrooms, showers? Will they be eating here or going off site to eat? Basically, we need to know the who, what, where, when and why of an event in order to determine whether or not Badger Farms is a good fit for them.
Q. What critical information is most often overlooked in an RFP?
A. Not answering all of the “W” questions, or not providing enough complete answers. We routinely get questions about our prices and we do provide that information. But it’s most helpful when a planner specifies their budget up front.
Q. What are some reasons why a venue might not promptly respond to a RFP?
A. When it’s apparent that the venue won’t meet the needs or desires of the planner or the group. Also, if the venue is already booked. At Badger Farm, we believe it’s important to respond either way.
Q. How would working with a local CVB help a planner craft a stand-out RFP?
A. A CVB is very helpful. They’ll help a planner identify those places that most closely fit their needs. They will often even suggest places that a planner might not have otherwise considered.
Q. Any other thoughts or tips?
A. This is a bit off topic, but as an owner and operator of a venue, I’ve noticed when I attend events at other facilities, quite often, the sound systems are bad. I think it’s important for planners to consider testing the venue’s system before signing on or to plan ahead with a backup system. Even then, an existing system may not respond well to an external system. It’s best to test ahead of time.
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