The red exclamation points will guide you to tabs of the proposal builder that need attention! If you're unable to submit, please revisit any fields highlighted in red under these tabs.
Proposal Builder Breakdown
Understanding the RFP Response Process:
The RFP response workflow follows a top-down structure starting from the Summary tab, moving through Program Info and room rates, then Event Space assignments, and finally to the Submit Proposal tab where you'll enter taxes, fees, and F&B minimums before final submission.
Step 1: Review the RFP
Begin by opening the RFP and navigating to the RFP Summary tab to review:
RFP Summary: Key event details including group type, peak room nights, event space needs, lead source, and planner contact information. Carefully review these details to align your proposal with the planner's requirements.
Program Info: Group/event profiles, success criteria, deal breakers, and event history (if applicable).
Contract Details: Planner contact information, contract signatory, payment terms, and reservation methods.
Step 2: Create Your Proposal
Navigate to the Proposal Builder tab and complete all required fields in these key sections:
Room Rate
Event Space
F&B (Food & Beverage)
Questions
Concessions
Contract Clauses
General
Taxes & Fees
Attachments
Expand the sections below for a more in depth review of required spaces.
Meeting Spaces
HopSkip allows you to add meeting rooms to your property profile for easy assignment to proposals. You can add rooms to your profile in advance, during proposal builder, or after submission if the details change.
Adding and Assigning Meeting Spaces
Adding and Assigning Meeting Spaces
Open the Event Space tab on the proposal (effective even after submission)
Under the Assign Space column, select from the dropdown of your property's meeting rooms
If the room is already in the list, select it and you're done!
Otherwise:
To mark a request as "To Be Determined," select the last option in the list
Note that planners may favor proposals with actual rooms assigned
If the room isn't in the list, click the "Create New Room" button to add it now
You can also add/manage a meeting space from your Hotel Profile
Quick Tip: You can use the "Mark All Rooms TBD" button to quickly mark all spaces as To Be Determined. *Note that planners may favor proposals with actual rooms assigned!
Taxes and Fees
On the Taxes and Fees tab of your property profile, you can set default rates for all new proposals. You can also enhance your proposals by adding individual line items for specific taxes and fees, which can be saved to your property profile for automatic inclusion in future proposals or add custom rates during the proposal builder.
Configuring Your Default Rates- Property Profile
Configuring Your Default Rates- Property Profile
Resort/Amenity Fees- Default flat rate per room
Room Tax Rate- Default room tax percentage
Tip: Can be set to zero on individual proposals, if needed
Additional Taxes and Fees-
Click the "Add tax/fee" button to add new items
Add as many custom taxes and fees as necessary
Each will be added to new proposals as individual line items
Use the action buttons on each row to:
Edit (pencil icon): Change name, description, label, type, and rate
Move Up/Move Down (arrow icons): Reorder how items display on proposals
Delete (X icon): Remove the tax/fee
(Note: items can be removed from individual proposals, which may be preferred to deleting from defaults)
Add Custom Taxes and Fees- Proposal Builder
Add Custom Taxes and Fees- Proposal Builder
On the Submit Proposal tab, when entering Room Tax and/or Resort/Amenity Fees, you can add custom taxes and fees:
Click the "Add tax/fee" button
In the popup, specify:
Name: The full name of the tax or fee
Description: Details displayed to planners on the PDF proposal
Label (Short Name): Used in screens and reports (keep around 20 characters or less)
Type: Choose between:
Percentage of Room Rate: Rate up to 4 decimal places, applied to room rate only (not taxable)
Flat Rate per Room: Flat amount per room night (not taxed)
Rate: Enter the percentage or dollar amount
*Optional- Save to my property profile: Check this box to include this tax/fee in all future proposals
Click "Save"
Reset to Defaults
Click the "Reset to defaults" button to apply custom taxes from your property profile. This clears any changes made to the current proposal and fills in rates stored in your profile.
Adding Food & Beverage
Specify catering services for your event spaces in the RFP's Event Space tab.
How to Add Food & Beverage
Navigate to the "F&B" tab of the proposal
Food and beverage can be either outlined in full on this tab OR
You can select a minimum F&B requirement on the "Taxes & Fees" tab
You must select one of the two options highlighted below to move forward
Important Notes
Room Rates & Dates: Each set of dates must be responded to. Use the red "decline dates" button if you cannot offer them. If the planner is open to alternate dates (indicated by a yellow icon), you can propose new dates by clicking "Propose New Dates." The new dates you propose will be subject to the Planner's
Questions & Concessions: All questions and concessions must be answered. If offering a concession, enter its value. If not applicable, enter 0.
Contract Clauses: Acknowledging contract clauses doesn't mean you're agreeing to them—it confirms you've read and understand them for smoother contracting.
Field Completion: Each field is complete once the red exclamation icon turns to a green checkmark. If you're unsure what's missing, hover over the red icon for an explanation.
Turn Down Option: If you cannot bid on the RFP, you'll find the Turn Down RFP option in the same location as the Submit Proposal button.