Send a proposal for an RFP

Bidding on an RFP is the most critical phase in the RFP lifecycle. Providing a detailed and accurate quote, along with a tailored response specific to the client, is essential. As sales representatives, we understand that every detail can be pivotal in securing the business. Therefore, it is crucial to know the exact steps for detailing, previewing, and sending the proposal from MeetingBroker. Additionally, leads might come from various channels, such as Cvent, each with its own unique design and response process. However, there is no need to worry. Below, you can find all the information you need to quickly tailor and send your proposal.

To detail a MeetingBroker proposal

1. From the MeetingBroker Home page, select the RFPs tab.

2. Click the RFP you want to bid on.

   If your property uses Delphi, make sure you initiate the proposal process directly from Delphi. For more details, visit Send proposals in Delphi's online help.

3. Click Proposal. Depending on which channel sent the lead and your location's settings, one of the following occurs:

   • If the RFP is from a channel that provides its own proposal, like Cvent or Simpleview, the Choose Proposal window opens. Select if you want to open the website's proposal or if you want to send a MeetingBroker Proposal or eProposal.

     Respond to the channel's website proposal first. If they ask you later for a separate proposal to send to the customer, then you can create an eProposal.

   • If the RFP is not from a channel with its own proposal, either an eProposal page or the MeetingBroker proposal page opens.

4. In the Proposal Details section, provide the following information:

   • If you are paying commission to a third party, enter the commission percentage and select the Commissionable checkbox.
   • The sender’s requested check-in date is used by default. If you are unable to accommodate that date but have availability at another time, select the Propose Alternate Start Date check box, and then enter the date.
   • In the Proposal Expiration Date field, indicate how long you are willing to offer the rates quoted in the proposal.

5. In the Guestroom Requirements section, modify the proposed guestroom information, as needed:

   • Click Edit() to open the Room Availabilities window.
   • Enter the guestroom Qty and Rate for each type and occupancy you want to include in the proposal.
   • Click Next and Save to continue to the next day. If you are on the last day, click Save and Close to return to the Proposal page.
   • Optionally, enter comments in the Comments block or click Select Response to access a list of pre-built responses provided by your administrators. Once the text is added, feel free to format it as needed using the available formatting options.

6. In the Event Requirements section, modify the proposed event information, as needed:

   • Click Edit () to open the Event Availabilities window.
   • Enter the event information to be included with the proposal.
   • Click Next and Save to continue to the next day. If you are on the last day, click Save and Close.
   • Optionally, enter comments in the Comments block or click Select Response to access a list of pre-built responses provided by your administrators. After the text is added, feel free to format it as needed using the available formatting options.
7. Click the Questions tab. If this RFP has questions, enter your responses.
8. Click Save.
9. Click Send. The Message for Proposal window opens.
10. Add a tailored response in the email body section or click Select Response to access a list of pre-built responses provided by your administrator. After the text is added, feel free to format it as needed using the available formatting options.
11. In the Attachments section, you can attach up to three documents, such as catering menus or other sales collateral, not to exceed a total file size of 4 MB.
12. Click Preview to view the proposal. If it is satisfactory, click Submit.

Learn more...

Answer questions in a MeetingBroker proposal