Step-by-Step to Begin Contracting
1. Access the RFP- From your HopSkip dashboard, click on the RFP name that is being contracted.
2. Proposal Tracker tab -> Select the winning proposal- Click 'View Proposal' for the hotel that you would like to award the booking.
*Tip: The hotel must have submitted their proposal via Hopskip to see them listed as a selection. If you're not seeing the winning hotel, please reach out via chat for further assistance!
3. Begin Contracting- Click the "Begin Contracting" button in the top right corner.
4. Handle Other Proposals Decide how to proceed with remaining proposals:
"Decline all other proposals and notify the hotels now" - Immediately decline all other hotels and trigger a decline email to the remaining hotels
"I may select other proposals" - Keep other proposals active (we allow contracting multiple hotels on the same RFP)
5. Select Decline Reason (if applicable) If declining other proposals, select all applicable reasons. The list below is just an example; you can add personalized decline reasons in your Planner Toolbox:
COVID-19 Reschedule
F&B quote too high
Meeting/event space is not ideal for group
Room rate too high
Contract terms
Group selected another location
Proposed dates don't work for group
*Tip: Add comments to relay to the hotels explaining your decision. Both the selected decline reason(s) and comments will be applied to all proposals you are declining.
6. Confirm Contract Review Check the box: "I'm ready to move ahead with reviewing the contract."
7. Select Date Range Choose the date range that the booking will be contracted for (required if the proposal included multiple date ranges).
8. Confirm Click the "Confirm" button and begin the contracting process.
Next Steps
You and the hotel that won the booking will iron out finalized contract details outside of the Hopskip platform. Once you have a finalized contract, you must revisit this RFP in your dashboard.
To Finalize- Mark as 'Contract Signed'
This will finalize your RFP and move it to the 'table view' of your dashboard
Click into the RFP, then using the 'Actions' dropdown at the top right corner select 'Mark as Contract Signed'
Confirm that the hotel displayed is the hotel with which you have finalized the contract with (should default to the hotel that you selected as 'contracting' above)
Choose whether you'd like to stop receiving any further proposals for this RFP
Click 'Mark as Contract Signed' at the bottom to complete
It is critical to work through both 'Contracting' and 'Contract Signed'!
Need additional help with finalizing the winning proposal?
Our support team is happy to assist! Please reach out via chat for the fastest response, 8am-8pm EST, M-F.