To create an RFP select "Create RFP" in the top right corner of your dashboard. Then:
Enter the RFP name
Choose to create a brand new RFP or to create from a pre-saved template
Select the RFP elements (Questions, Concession Requests, Contract Clauses, Contacts) that you would like to add from your planner toolbox
Select 'Create RFP' again to launch the Request Builder and begin filling in any remaining RFP content
Request Builder
Each tab of the request builder will show a green check mark when completed!
General
General
View and edit the RFP Name
Choose a Response Due date for hotel proposal submissions
Important Note: This date must be at least 4 business days from date of creation to allow time for hotel responses!
Choose an estimated Decision Date for awarding a hotel
Choose Group Type, Event Type, and Industry Type
Select your currency using the button in the top right-hand corner of the RFP
Dates
Dates
Select a start and end date for your event
Add multiple date range options for hotels to choose from, if applicable
Date Preferences
Choosing 2 or more date ranges for your event will unlock the Date Range Preference feature, allowing you to select your most preferred date range, or select 'all date ranges are equal alternatives'
Alternate Dates
Toggle on/off to allow hotels to suggest alternate dates
Toggle on/off to allow hotels to suggest a flexible pattern
Select up to 7 Optional Start Days
Important Note: Hotels will be restricted to these start days- if you arrive at an agreed start date outside of these settings, the Planner will need to update to enable the proposal!
Room Blocks
Room Blocks
Ensure 'Room Block Requirements' is toggled on
Select 'add another room block'
Select your preferred payment method from the drop-down menu
Enter the number of room requests for Run of House or select 'Add Room Type' to request multiple room types
Edit Room Block
Enter Room Block name
Select your desired payment method
Choose to split this room block across multiple hotels
Important Note: multiple hotels can be awarded to a single RFP
Choose if you would like to add a minimum number of Peak Rooms
Add any additional information to the Room Block Notes
Select the Minimum and Maximum budget for each Room Type request
Event Space
Event Space
To request an Event Space, toggle on the 'Event Space Requirements' switch
Add any notes about the event request
Select the Food and Beverage (F&B) budget for your event
Select whether you 'Require Named Event Space in Proposals' or leave unchecked if you will allow hotels to mark rooms TBD
For each day requiring event space, select "Add Room to Day _" and fill in the following details for each room request:
Room Requirements
Select a time range
Select "Add 24hr Hold" to request that the hotel to hold the space
Enter the room Function or primary purpose/activity for this space
Choose the Preferred Layout that best fits your meeting needs
Select "Add A/V" to request Audio Visual
Enter the Room Capacity requirements
Choose to keep the calculated Total Space requirements or enter your own square footage request - Total Space is calculated based on Room Capacity and Preferred Layout, user may default to any value
Food and Beverage
Select the meal type
Select the quantity of people
Add additional F&B information into the notes section
Notes and Attachments
Use the Room Notes section to include additional information about this meeting space that you would like to share with hotels
Use the Attachments section to upload any room-specific documents for hotels
To copy an event space, select the box next to the event and click the "Actions" button, then select from the drop-down menu.
To edit an event space, select the pencil icon next to the event
Clicking the individual icons for AV, F&B, Notes, and Attachments will take you directly to that tab for editing.
Contract Terms
Contract Terms
Choose your reservation method: Booking Link, Call In, or Master List
Select the "Do not allow hotels to propose a Cut Off Date" box, if applicable
Select the "Do not allow hotels to propose an Attrition Rate" box, if applicable
Select payment methods for Meeting Space, Food and Beverage, and Audio Visual
Option to Set up Master with Credit Card and apply to all payments
Assign Contract Signatory
Assign Planner Point of Contact and choose to share your company overview using the on/off toggle
Contract Clause
Contract Clause
To add Contract Clauses to your RFP, select the "Add New Contract Clause" Button in the top right corner
Select from the Contract Clauses saved in your Planner Toolbox or create a new Contract Clause and click "Save"
To edit or save a new contract clause to your Planner Toolbox, select the pencil icon next to the contract clause
Questions
Questions
To add Questions to your RFP, select "Add New" in the top right corner
Choose to create a new question or add a question from your Planner Toolbox
Save new Questions to your Planner Toolbox by toggling the "Save this request to my profile" switch on/off
Click "Save"
Concessions
Concessions
To add Concessions to your RFP, click "Add New" in the top right corner
Choose to add Concessions from your Planner Toolbox or to create a new Concession
To add new Concessions to your Planner Toolbox, toggle the "Save this request to my profile" switch on/off
Click "Save"
Program Info
Program Info
Add information about your Group Profile, Event Profile, Success Criteria and Deal Breakers
To share past program information, click "Add New" next to "Program History"
Attachments
Attachments
To add documents to your RFP, select "Upload New Document" and choose from your files
To download, share, or delete uploaded documents, select the document and choose from the "Actions" button drop-down menu
To edit the uploaded document, select the pencil icon next to the document
Need help building out your RFP?
Or our support team is happy to assist! Please reach out via chat for the fastest response, 8am-8pm EST, M-F.