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Q: Randy, what  is an RFP and how does the process work?

A: An RFP or “Request for Proposal” is the starting point for contracting industry suppliers.  Typically, the meeting planner will draw-up the RFP and then invite potential suppliers to respond.  The RFP helps bring structure to the decision making process by allowing interested vendors to submit proposals based on the same criteria. Vendors benefit by learning what the planners expect and can respond in a way that meets or exceeds those expectations.

Vendors responding to a RFP should read it carefully and prepare their response as per any instructions outlined in the document.  Also, most RFP deadlines are final so vendors submitting late proposals may not be considered.

Randy Markus is an operations specialist and partner at WTTC.com. Have an operations question you’d like answered? Leave it in the comments section below.

Q: Randy, we’ve organized a golf tournament as part of an employee appreciation day. Is there some way I can ensure everyone gets to enjoy their round without the whole thing running overtime?

A:  You’ve heard about the shotgun wedding. Now, how about the shotgun start? A shotgun start is a tournament format in which all groups of players tee off simultaneously from different holes. Each hole on a course will be the tee off hole for each foursome. Group 1 would start from hole 1, Group 2 from hole 2, etc. Each group starts play at the same time. The shotgun start allows a tourney to end at the same time it takes one foursome to finish a full round or 18 holes of golf. According to golf legend, the name “shotgun start” originated when pro, Jim Russell, fired a shotgun to sound the start of play to golfers at Walla Walla country Club in Walla Walla, Washington.

Randy Markus is an operations specialist and partner at WTTC.com. Have an operations question you’d like answered? Leave it in the comments section below.

Q:  Because of the recent economic downturn, I’ve been instructed by our board to cut the frills from our annual general meeting budget. What do I do?

A: Budgeting is all about prioritizing even in the best of times. When things go downhill, then it’s even more important to cast a hard eye on the budget. It’s essential to assign money to the most important elements — the things that are required to make the meeting happen. Balance is also key. If one cost goes over, then another will have to come down. Allow some leeway either through a contingency or by over-budgeting on an item you know will come in under. For ways to trim those “must have” line items, use online services like MeetingTrader.com, which allow planners to buy and sell canceled meeting rooms at a discount.

Randy Markus is an operations specialist and partner at WTTC.com. Have an operations question you’d like answered? Leave it in the comments section below.