Working with RFPs
Now that you are familiar with requests for proposal (RFPs), let's explore their components and the various actions you can take in response.
View details
You can find everything you need to evaluate and make business decisions on incoming RFPs right on the RFP page. For ease of use, we have organized the page into helpful sections and incorporated the relevant details provided by the sender.
Looking for the arrival date? You can find it in the Meeting Information section of the page.
Need to reach out to the client? Find their contact information in the Organization and Contact Information section.
Curious about the client's guestroom and event needs? Take a look into the Guestroom and Event Information sections. You can also find extra comments from your client there.
Want to know if the client requires additional information? Check out the Questions and Answers section.
Wondering about documents to support the client's request? Click the Attachments tab to see any documents or diagrams the sender of the lead included in the RFP. Often, important details are in these attachments, so take a moment to review them before making your next move.
Receiving leads from various channels? The Additional Information tab can be used by certain channels to communicate details that fall outside of the standard RFP fields. You see this tab only if the channel sends additional data and the sender completes the information before sending the request.
Need to check when a change was made to an RFP? On the RFP Message page, you can see all the actions taken on an RFP in one place. Dates, channels, and subjects are included for tracking changes. Click any item in the list for more details.
Reassign an RFP
To transfer the lead to another user, click Reassign in the top right corner of an RFP. Then, select the user you are reassigning the RFP to and add a personalized message, if necessary. After you send, the selected user receives an email notification.
Send a MeetingBroker proposal
To send a proposal to your client, click Propose in the top right corner of an RFP. Enter all the key details of your offer and craft a personalized message that emphasizes the benefits of your property and its amenities. If you require help with any of the fields, visit the Send a MeetingBroker proposal page.
Turn down an RFP
If you are unable to submit a bid for a lead, don’t worry. Not every RFP is a good fit for your property. However, track this properly by declining the opportunity. To do so, click Turn Down in the top right corner of an RFP. You can explain why you couldn’t bid on the business and include a personalized message to your client outlining your decision. For additional details on this function, visit the Turndown an RFP page.
Self award an RFP
If a client has informed you that your property has secured a business deal, but the MeetingBroker RFP status still shows as Proposed, affecting your reporting, you can use the Self-Award RFP feature. With this tool, you can independently update the status, ensuring your property maintains an accurate record of your won business. For additional details on this function, visit the Self Award an RFP page.
Enter booking data
When an RFP is awarded to your property, your customer service skills take over, from sending contracts to finalizing the attendee list and hosting the event. However, to ensure accurate reporting, make sure to enter the updated RFP data into MeetingBroker as well. In the Booking Data tab, you can enter data at any point during the life cycle of the awarded business. Whether you choose to update it after the event, or each time you receive new details, is entirely up to you. Just navigate to the Booking Data tab and enter the necessary information. For help, refer to the Enter booking data page.