A Guide to Planning Accessible Meetings

Request for Bid

Once you have identified your needs and narrowed the venue list to three to five choices, call or email the venue sales offices with your specific requirements and request a proposal. It is important in the initial contact to identify the needs you’ve outlined, as the venue’s responsiveness to your needs in their proposal can be telling.

Evaluating Bids / Responses

Create a “scoring system” to help you and your team rank each venue. You can use your Needs Assessment to determine your criteria and decide which items deserve more weight than others. For example, you might decide to rank location over price, or availability of an accessible fitness center over the number of restaurants in the vicinity. Choose a scale that is easy to use and calculate. As in the example below, each team member can be asked to rank each criterion from one to five, with five being best and one being the worst. Compare your team’s rankings to determine the two or three sites you will visit in the selection process.