The ABCs of RFPs

Requests for Proposals (RFPs) are a cornerstone of successful partnerships between meeting planners and suppliers. Yet, many in the industry find the process confusing or overwhelming.

 The ABCs of RFPs will demystify the essentials, what an RFP is, why it matters, and how to get the most out of it. Co-presented by a seasoned meeting planner and a destination marketing organization (DMO) representative, this interactive session will highlight best practices from both perspectives.

Agenda:
9:30am - 10:00am Light breakfast & networking
10:00-11:30am Education session

Pricing:

Member $60 ($75 regular price, after October 31)
Non-Member $75 ($90 regular price, after October 31)
Student $50 ($65 regular price, after October 31)

Participants will learn how to craft a clear and compelling RFP, what information to include in “the ask,” and how suppliers can provide effective, tailored responses that lead to stronger collaborations and better event outcomes. Audience participation will be included throughout, with opportunities to ask questions during the session. We will also leave time for an “Ask Us Anything” segment to address specific challenges and experiences.

Objectives: By the end of this session, participants will be able to:

• Define what an RFP is and understand its role in the meetings and events industry.
• Identify the key components and details that should be included in an effective RFP.
• Recognize how to avoid common pitfalls and vague requests that hinder responses.
• Understand what suppliers and DMOs look for in an RFP and how they evaluate proposals.
• Learn how to craft a response that addresses needs clearly, demonstrates value, and builds trust.
• Apply practical tips from both planner and supplier perspectives to strengthen collaboration and improve outcomes.
  

SPEAKERS

Riccarda Galioto is the Executive Director of AMMI Canada and has been with the organization for over 20 years. She began her career as the principal meeting planner before becoming Executive Director. With extensive experience in national conference planning, sponsorship, and organizational strategy, she has built strong relationships and trust with partners across Canada. Earlier in her career, Riccarda worked on the supplier side, gaining firsthand experience responding to proposals, giving her valuable insight into both sides of the RFP process. A longstanding and active member of the MPI Ottawa Chapter, she has served on the Ottawa Chapter Board several times and currently represents the chapter on the Canada Regional Council. Her unique perspective has shaped a collaborative and practical approach to creating clear, competitive, and effective RFPs that set conferences up for success.

Allison Collins is the Director of Business Development for the Ottawa and International Markets at Tourism Calgary, leading bid development and partnerships to attract major national and international conference to the city. Before her role at Tourism Calgary, she spent 20 years in hotel sales, building her career with leading global brands such as Marriott, Starwood, and IHG. During this time and while working in one of the country’s largest convention hotels, Allison gained extensive experience in creating competitive proposals, developing and negotiating contracts, and fostering long-term client relationships. Her combined background in hotels and destination marketing gives her a unique 360-degree perspective on the meetings and events industry. In addition to her professional role, Allison has been an active industry leader through MPI, serving on the Ottawa Chapter Board of Directors in multiple capacities, including Chapter President. She is passionate about building collaborative partnerships and delivering value to clients, communities, and the global meetings sector

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Sir Guy Carleton Room