Request for Proposal Process

The Americas Commercial Conference presented an excellent opportunity to showcase to our commercial leaders the company’s largest resort in the world and newest property, Resorts World Las Vegas, which officially opened in June. We worked with the property team on date availability as soon as we received approval to move forward. We also identified the opportunity of having room blocks and events at Virgin Hotels Las Vegas, Curio Collection by Hilton. Our team drafted up a detailed RFP, included all the necessary information to schedule our event and sent it over to the Resorts World team for review.

We also issued the RFP to several agencies for the creative branding and production for the event. We focused on agencies that we have worked with in the past and those we have current relationships with.

PRO TIP:

  • Issue RFPs through your procurement department. For all RFPs, we work with Hilton Supply Management (HSM), our procurement arm.
  • HSM will issue the RFP to our vendors and collect the proposals on our behalf. This saves time, and creates enormous efficiencies by ensuring thorough responses and fair evaluations of proposals.

For the hotel RFPs, we suggest including the following:

General Information & Summary

  • Purpose
  • Project History
  • Event Details
  • Objectives
  • Key Deadlines
  • Questions
  • Proposal Expectations
  • Proposal Costs
  • Deliverables
  • Organizational Chart for Production
  • Sub-Contractors/Third-Party Suppliers

Scope of Work  

  • Room Block
  • Meeting and Event Space
  • Food and Beverage
  • Concessions
  • Conference Pre-Planning 

For agency RFPs, we suggest including as much information about the event as you have at the time.   Below are items we included in our RFP:

General Information & Summary

  • Event Agenda
  • Event Location
  • Purpose
  • History
  • Event Details
  • Objectives and Theme
  • General Sessions
  • Key Deadlines
  • Intent to Bid
  • Questions
  • Proposal Expectations
  • Proposal Costs
  • Deliverables
  • Agency Qualifications
  • Organizational Chart for Production
  • Sub-contractors/Third Party Suppliers

Scope of Work

  • Branding/Creative
  • Stage Layout, Design and Production
  • AV Equipment and Gear
  • Hybrid Production
  • Content Creation and Management
  • Speaker Management
  • Conference Pre-Production Planning
  • Conference Show Execution
  • On-Site Staffing
  • Script Writing
  • Presentation creation

Budget

  • Inclusions

  Have questions about this week’s diary entry? Email SpecialEvents@Hilton.com to learn more.

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