Provide general meeting information
The Meeting General Information page is the starting point for creating a meeting and sending RFPs to locations. Enter details like start date, number of attendees, company information, and agency information if needed.
Learn more about working with meetings
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Enter the applicable details of the meeting.
Meeting Information Request From
The sender's name and location for the meeting.
If you have access to multiple locations, select the location that indicates where the RFP originated.
Meeting Name
The name of the meeting.
Reference Number
If applicable, you can enter a number to identify the meeting.
Meeting Type
The type of meeting.
Lead Source
How the planner found your organization (for example, website, newspaper, targeted mailing).
Market Segment Code
The type of company.
Total Meeting Budget
The maximum amount the group can spend for the meeting, including guest room, function space, food, beverage, and AV expenses.
Currency
The currency that applies to the revenue figures you are entering for the meeting.
Start Date
The first day with guestrooms or events.
First Alternate Start Date
The first alternate start date.
Second Alternate Start Date
The second alternate start date.
Number of Nights
The total number of room nights required by the meeting.
Peak Rooms
The maximum number of guestrooms on a single night.
Number of Attendees
The total number of people attending the meeting.
Number of Attendees at Largest Event
The maximum number of people attending the largest event.
Number of Events
The total number of events for the meeting.
Respond By Date
The date by which the receiver of the RFP should respond.
Special Response Instructions
Enter special instructions for the receiver.
Meeting History Comments
Enter information describing the meeting if it has occurred before.
Commission %
The percentage of commission the agency collects for this meeting.
Commissionable
Indicates whether the agency receives a commission.
Promotional Code
The promotional code associated with the meeting.
Company Information Company Name
The name of the account that wants to book the meeting.
SIC Code
The SIC (Standard Industry Classification) code for the industry that the account belongs to.
Address (Line 1, 2, 3)
The address for the account.
City/Region
The city or region where the account is located.
State/Province
The state or province where the account is located.
Country
The country where the account is located.
Postal Code
The postal code for the account location.
Contact Information First Name
The first name of the contact at the account.
Last Name
The last name of the contact at the account.
Email Address
The contact's email address.
Telephone
The contact's telephone number.
Ext
The contact's extension.
Fax
The contact's fax number.
Primary
Designates the account contact rather than the agent as the primary contact for this meeting.
Copy From Account Address
Click to copy the account address to the contact address.
Address Line 1, 2, 3
The address for the account contact.
City/Region
The city or region where the account contact is located.
State/Province
The state or province where the account contact is located.
Postal Code
The postal code for the account contact's address.
Country
The country where the account contact is located.
Send to Personal Data Storage If your subscription has implemented the Personal Data Storage feature, select to store a copy of the contact's information as mandated by applicable laws. Agency Information Agency Name
The name of the third party that is booking the meeting.
Address (Line 1, 2, 3)
The agency's address.
City/Region
The city or region where the agency is located.
State/Province
The state or province where the agency is located.
Country
The country where the agency is located.
Postal Code
The postal code for the agency's location.
Agency Contact First Name
The first name of the contact at the agency.
Last Name
The last name of the contact at the agency.
Email Address
The contact's email address.
Telephone
The contact's telephone number.
Ext
The contact's extension.
Fax
The contact's fax number.
IATA Number
The IATA reference number for the agency.
Primary Contact
Designates the agent rather than the company contact as the primary contact for this meeting.
Copy From Agency Address
Click to copy the agency address to the contact address.
Address Line 1, 2, 3
The address for the agency contact.
City/Region
The city or region where the agency contact is located.
State/Province
The state or province where the agency contact is located.
Postal Code
The postal code for the agency contact's address.
Country
The country where the agency contact is located.
Send to Personal Data Storage If your subscription has implemented the Personal Data Storage feature, select to store a copy of the agent's information as mandated by applicable laws. -
To add the meeting to a series, click Find
by the Related Series field.
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Click Save or Save and Close.
Other information displayed on the General page:
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Reassign |
Click to reassign the sender of the meeting and associated RFPs to another user at your location. |
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Cancel |
Click to cancel the meeting and all associated RFPs. |
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Copy Meeting |
Click to copy the meeting and all of its details to a new meeting. The locations that received the RFP will not be copied. |
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Save |
Click to save the meeting. When you save the information, the changes are reflected on the RFPs that you have access to. However, you must resend the RFPs to update any RFPs that were already sent. |
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Save and Close |
Click to save changes and close the Meeting page. |
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Primary Contact |
The name of the contact designated as the primary contact for the meeting. The primary contact may be associated with the company or agency. |
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Organization |
The name of the company or agency associated with the primary contact. |
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Total Budget |
The maximum amount the group can spend for the meeting, including guest room, function space, food, beverage, and AV expenses. |
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Sending Location |
The name of the location where the meeting is created. |
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| Number of Attendees | The total number of people attending the meeting. | ||||||||||||||||||||||||||
| Peak Rooms | The maximum number of guest rooms needed for the meeting. | ||||||||||||||||||||||||||
| Attendees at Largest Event | The maximum number of people attending the largest event. | ||||||||||||||||||||||||||
| RFP Summary Status | The highest status of all RFPs associated with the meeting. Does not apply to awarded and self-awarded RFPs with a business status of Canceled or Turned Down, or to RFPs in Deleted and Redirected status.
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