Follow up on sent RFPs

As you wait for responses from the locations, you can monitor their progress from MeetingBroker. To quickly review the status of all the RFPs for a meeting, open the Meetings folder.

• Click the blue arrow by the meeting name to expand that row and view each RFP individually, including the status for each location.
• The RFP Summary Status field displays the highest status for all of that meeting's RFPs.

When a property responds with a MeetingBroker proposal, you will receive an e-mail message as well as a notification in your MeetingBrokerInbox.

You can view the complete proposal in the received email. To access the proposal directly from MeetingBroker, follow these steps:

1. From the MeetingBroker Home page, click the Inbox tab.

2. Click the message you want to view.

3. Review any comments from the sales manager.

4. Click the View Proposal button.

The Proposal page opens where you can review the details entered by the property.

Your original specifications from the RFP are available in the General and Details folders.

If you simply passed the lead and now the client is working directly with the property sales manager, you can monitor the progress of the booking in the Business Data folder.

If the client is working with you, negotiations should be communicated to the property through MeetingBroker. Depending on how the negotiations proceed, you can update the RFP, award the RFP, withdraw the RFP, or cancel the meeting.

When a client wants to negotiate elements of the proposal, you will modify the meeting and send an updated RFP. The steps are almost identical to sending an RFP as described above.

To update an RFP, follow these steps:

1. Open the original meeting in the Meetings folder.

2. Make the necessary changes to the meeting information, guestrooms, and events. Click Save.

3. Click the RFPs tab. Select the check box for the appropriate property.

4. Click Send to open the Update RFP window.

5. Add any necessary attachments or comments.

6. Click Send. The property sales manager will receive an "Updated RFP" notification.

The property will respond with an updated proposal or turndown. You can repeat these steps as many times as necessary until the client makes a final decision.

When the client selects one of your locations and you are ready to turn the booking over to the property sales manager, you will award the RFP in MeetingBroker.

To award an RFP, follow these steps:

1. On the RFP General page, click Award in the toolbar to open the Award RFP Message window.

2. Enter any applicable comments.

3. Click Send.

Notification will be sent from MeetingBroker to the property sales manager.

If the client has declined one of your locations, you will withdraw the RFP.

To withdraw an RFP, follow these steps:

1. On the Meeting page, click the General or Details tab.

2. Click Withdraw in the toolbar to open the Withdraw RFP Message window.

3. Enter any applicable comments.

4. Click Send.

Notification will be sent from MeetingBroker to the property Sales Manager.

If a client cancels their meeting and none of your locations should continue working on the RFPs, click Cancel on the Meeting page.

A notification will be sent to all of the locations listed in the RFPs folder, and the status of each location’s RFP will change to canceled.

Note: Awarded, withdrawn, and canceled RFPs are in a "terminal status" in MeetingBroker. You cannot take further action on the RFP for that location. If an awarded RFP needs to be withdrawn, the property has control and must change the status of the RFP. If the business revives for a canceled or withdrawn RFP, you must copy the meeting and send a new RFP.

The Business Data folder is where you monitor updates to revenue production throughout the life of the booking.

Any changes to dates, guestrooms, or events will be entered here by the property.

You can open the RFP and review the Business Data folder at any time, but you will not have access to modify any of the information.