Create an RFP form for Delphi Direct

A Request for Proposal (RFP) form in Delphi Direct is a tool you use to submit detailed requests for hosting events at a venue. You can specify your exact needs, ensuring that the proposal is customized to your event requirements. Key components of an RFP form include items such as: event details, contact information, event requirements, and an agreement.

To create an RFP form

1. From the interface menu, click Data, select Hotels, then RFP Forms. A list of your RFP forms display.

2. Click Add to create a new RFP form.

3. Modify the fields as appropriate. An asterisk (*) indicates a mandatory field.

   General
   * Name	This is the name of the RFP form.
   Status	This is the current state of the RFP form. Options to select: Enabled and Disabled. If Enabled, the RFP form is available for use. If Disabled, the RFP form can be edited, but cannot be added to a page.
   Terms & conditions checkbox label	This is the text on the label that prompts the guest to acknowledge and agree to the terms and conditions, before they submit their proposal. Example: I agree to the terms and conditions. A mini toolbar for formatting is available above the text box.

4. Do one of the following: 

   • Click Save and add to save your changes and add a new RFP form.

   • Click Save to save your changes.

5. Click the Steps tab, and then click Add to add a new step.

6. Modify the fields as appropriate. An asterisk (*) indicates a mandatory field.

   Steps
   * Name	This Name refers to a specific phase or section of the RFP process. The RFP process is divided into steps to ensure everything is clear and well organized. Add as many steps as necessary.
   Status	This indicates the current status of a step. Enabled indicates the step is active on the RFP form.

7. Do one of the following:

   • Click Save and add to save your changes and add a new step.

   • Click Save to save your changes.

   How to add a field to a step

   Fields are essential to collect detailed information from your guest. These fields display on the RFP form and are important in organizing and standardizing the information required for the proposal.

1. From the Steps tab, locate the step that you want to add a field to. Click > to access the step, or use the search bar at the top of the page to filter the list. As you type in the Search field, the list narrows to display the step that matches your criteria.

2. Click the Fields tab, and then click Add.

3. From the Fields drop-down menu, select a field.

   Fields
   Event type/attendees	This identifies the type of events your guests are planning, and includes the expected number of people who will attend the event.
   Start date/number of days	This identifies the start date for when the work is expected to begin, while the number of days represents the total time allocated for completion.
   Function room setup	This indicates the specific arrangement and configuration of a room for an event.
   Budget/currency	This is the financial details of the project.
   Adding events	This is additional event related details or requirements within the RFP.
   Guest rooms	This is a list of specifics regarding guest rooms.
   Other request	This is an optional field for another request.
   Company name	This is the name of the organization or business that is submitting the proposal.
   Contact information	This is the person responsible for handling the RFP.
   Postal address	This is the physical mailing address of the organization submitting the proposal.
   Need response by custom field	This is where the requester indicates the deadline when they need a response to the proposal.
   Custom field	This field is used to collect additional, specific information that is not covered by the standard fields. Multiple Custom fields may be added.
   Preferred time	This is the desired time for certain activities or interactions related to the proposal.
   Custom dropdown field	This drop-down field offers a predefined list of options for selection. Multiple Custom drop-down fields may be added.
   Attachment	This includes additional documents that support the proposal.

4. Do one of the following: 

   • Click Save and add to save your changes, and add a new field to your step.

   • Click Save to save your changes.

5. Modify the fields as appropriate.

   The field types below display multiple times throughout the fields. For a better understanding of their meanings and usage, please refer to the explanations.

   Default labels	You do not need to fill in any text for these fields, unless you want to customize the default names.
   Mandatory fields	Select Mandatory if the user must complete the field to submit the RFP.

6. Click Save

7. From the breadcrumb trail, click Fields.

8. Return to step 2 and continue until all of the fields in your RFP form are added.

How to customize your fields

1. From the Fields tab, locate the field that you want to customize. Click > to access the field, or if the list is extensive, use the search bar at the top of the page to filter the list. As you type in the Search field, the list narrows down to display the field that matches your criteria.

2. Modify the fields as appropriate.

Available custom fields

Expand each field to view its details.

3. Click Save.

How to delete a field

1. From the Fields tab, locate the field that you want to customize. If the list is extensive, use the search bar at the top of the page to filter the list. As you type in the Search field, the list narrows display the field that match your criteria.

2. Click the ellipsis (...) then select Delete.

How to rearrange the order of the fields on the RFP form

1. From the Fields tab, locate the field that you want to relocate. If the list is extensive, use the search bar at the top of the page to filter the list. As you type in the Search field, the list narrows down to display the field that matches your criteria.

2. Drag and drop the field into your desired sequence.