Quickly create a meeting

If you are unable to copy an existing meeting, using the Quick Create window is the fastest way to create a new meeting and send RFPs within one window.

This window only allows you to create a new meeting. To update an existing meeting, open it by clicking the Meetings tab on the Home page.

To create a meeting with the Quick Create window

  1. From the MeetingBroker Home page, click the Meetings tab, and then click Quick Create.

  2. Enter the details of the meeting.
Company Information
Company Name The name of the account.
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.
Postal Code The postal code for the account.
Country The country where the account is located.
Market Segment The market segment of the business.
SIC Code The Standard Industry Code that is assigned to the company.
Contact Information
First Name The first name of the account contact.
Last Name The last name of the account contact.
Telephone number/Ext. The telephone and extension where the account contact can be reached.
Fax The fax number for the account contact.
Address Line 1, 2, 3 The mailing address of the account.
City/Region The city or region where the account is located.
State/Province The state or province where the account is located.
Postal Code The postal code for the account.
Country The country where the account is located.
Email The email address for the account contact.
Primary Meeting Contact Lets you indicate that the account contact is the primary contact for the meeting.
Copy from Account Address Click to copy the account address to the account contact address fields.
Address Line 1, 2, 3 The address for the contact.
City/Region The city or region where the contact is located.
State/Province The state or province where the contact is located.
Postal Code The postal code for the contact.
Country The country where the 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 agency.
Address Line 1, 2, 3 The mailing address of the agency.
City/Region The city or region where the agency is located.
State/Province The state or province where the agency is located.
Postal Code The postal code for the agency.
Country The country where the agency is located.
Commission Percentage The percentage of commission charged by the agency.
Is Commissionable Indicates that the meeting has a commission.
IATA Number The IATA reference number for the agency.
Agency Contact Information
First Name The first name of the agency contact.
Last Name The last name of the agency contact.
Email The agency contact's email address.
Telephone/Ext. The telephone and extension where the agency contact can be reached.
Fax The fax number for the agency contact.
Primary Meeting Contact (Agency and Contact Information) Indicates that the agency contact is the primary contact for the meeting.
Copy From Agency Address Click to copy the agency address to the agency contact address fields.
Address Line 1, 2, 3 The mailing address of 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.
Country The country where the agency contact is located.
Email The email address for the agency contact.
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.
Property Selection
Property Name Lets you enter the property name you want to search for to find properties to add to the meeting.
Add Property Click to search for the property entered in the Property Name field, and then add it to the Current Selections list.
Remove Property Click to remove the selected property from the Current Selections list.
Advanced Search Click to open a window for an advanced property search.
Current Selections A list of selected properties.
Meeting Information
Request From The logged-in user's name and sending location.
Meeting Name The name of the meeting.
Start Date The start date of the meeting.
End Date The end date of the meeting.
Number of Days The number of people attending the meeting.
Alternate Start Date An alternative start date for the meeting.
Respond By Date The date when the client requests to receive a response (for example, proposal) from the properties.
Meeting Type The type of meeting (for example, conference, convention, banquet).
Lead Source The source where the client initially received information about the properties.
Reference Number If applicable, you can enter a number to identify the meeting.
Number of Attendees The number of people who are attending the meeting.
Promotional Code The promotional code associated with the meeting.
Comments You can enter free-form comments that populate the Special Response Instruction section.
Guestroom Requirements
Check-In Date The date when the first guestrooms associated with the meeting are needed.
Day# Indicates the day of the meeting from the check-in date.
Single The number of single guestrooms needed for the day of the meeting.
Double The number of double guestrooms needed for the day of the meeting.
Suite The number of suites needed for the day of the meeting.
Add Day Click to create a new day row.
Copy Day Click to copy the select row(s).
Remove Day Click to remove the selected row(s)
Guestroom Comments You can enter free-form comments related to guestroom information.
Event Requirements
Start Date The date when the first events occur.
Day# Indicates the day of the event from the event start date.
Start The start time of the event.
End The end time of the event.
Event Type The type of event (for example, dinner, reception).
Setup Type The type of setup required for the event (for example, banquet, rounds).
Attendees The number of people attending the meeting.
Add Event Click to create a new event row.
Copy Event Click to copy the selected event row.
Remove Event Click to remove the selected event row.
Event Comments You can enter free-form comments related to event information.
Budget Information
Budgeted Room Rate The average nightly rate that the client wishes to pay for a single guestroom.
Per Person Budget The client's per person budget.
Total Budget The client's total event budget.
Additional Budget Information You can enter free-form comments related to additional budgetary information.

If a section is not expanded, click the arrow next to the heading to expand the section.

  1. Add up to three attachment files to the RFP.

  2. Do one of the following: