Send a MeetingBroker proposal

After evaluating a request for proposal (RFP), you might want to make a bid to secure this new business opportunity. This means your next step is to submit a detailed proposal. After you have equipped yourself with the essentials from rates, responses to client questions or requests, and any bonus marketing collateral you want to send them, you are ready to complete the MeetingBroker proposal page.

Based on the channel that submitted the lead and your property’s settings, one of the following happens:

• If the RFP comes from a channel that supplies its own proposal, such as Cvent or Simpleview, the Choose Proposal window displays. You can then decide whether to open the website's proposal or submit a MeetingBroker proposal or eProposal.

• If the RFP is from a channel that does not include its own proposal, either the eProposal page or the MeetingBroker proposal page automatically opens.

When you are on the MeetingBroker proposal page, follow the steps to complete the required details.

In the Proposal Details section, list key details such as commission percentage, whether the client is working via an agent, and alternative dates you are prepared to offer your client. Make sure to review the Proposal Expiration Date field. You can use this field to indicate how long the quoted rates you are offering are valid.

In the Guestroom Requirements section, provide the number and daily rates of guestrooms. You can select or enter comments in the Comments field. Selected comments can be edited as necessary.

In the Event Requirements section, enter essential event details, such as rates, along with information ranging from dates to setup and meeting type. You can select or enter comments in the Comments field. Selected comments can be edited as necessary.

The Questions tab is a place for you to submit answers to the questions that were included with the RFP.

When you are satisfied with the details entered, the proposal is ready to be sent. Save the details you have entered, and click Review and Send to proceed.

Before sending the proposal, you can add a custom message to the recipient of your bid. Use the Message for Proposal page to give this communication a personal touch to help sell your properties unique attributes and amenities.

The To field automatically shows the email address of the RFP Primary Contact, but you can include additional email addresses as necessary. To do so, separate each email address by a semicolon.

If your administrator has supplied message templates, use the Select Response option to choose the message you want to send and insert the preapproved text into the Comments field. Alternatively, you can type your own text in the field.

To enhance your communication, up to three attachments can be included, with a combined size limit of 15 MB.

Click Preview to review the proposal one final time.

You can preview both the detailed proposal email and the associated PDF before it is sent. The preview opens in a new tab.

When the proposal is ready to be sent, click Send to submit the proposal to your client.