Creating a Proposal

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Respond to an RFP by following the steps below. You can cut response time by setting up defaults for your introduction, estimated costs, taxes, and additional information fields so they'll populate automatically for each new proposal.

1 Launch the Proposal Wizard. Click the name of the RFP you want to respond to, then click Create Proposal.

 
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Scroll down to the Proposal Details section and add a brief introduction. Include specifics about what sets your venue apart here, but avoid fluff. There will be plenty of places to elaborate later.

Select the currency you want from the dropdown.

At the top of the Commission Details section, you can view whether the planner requested commission on any proposal sections.

Select whether this is a commissionable bid. If it is, click Add to enter the commission rate you are willing to pay and the proposal section it can be applied to. If you want to offer commission rates on multiple sections of the proposal, create separate entries for each section in turn.

 
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Your proposed commission rates do not need to match the ones requested by the planner.
 
NOTE: Does your venue offer default commission rates to third-party planners? Have them added to the proposal defaults so they are pre-populated in all new commissionable bids.  

Under Event Availability, specify how fully you'll be able to accommodate these dates using the Availability dropdown.

Your options include:

 
  • 1st Option - You have space available and can meet their needs.
  • 2nd Option - Another group has requested this space, but if that falls through, the planner's next on the list.
  • Available with Limitations - You can meet most of the requirements for these dates, but not all. Use the Additional Information box to explain.
  • Not Available
If these dates just don't work, you can propose new dates by clicking the Add Date Option button.

Take advantage of the Additional Information box to add notes or selling points.

Once you're done, click Next.

2 If applicable, include sleeping rooms and rates, alternate dates, and taxes. If the planner is not requesting sleeping rooms, you won't see this section so skip to the next step.

In this section, you can itemize your sleeping room costs, as well as offer meeting packages by selecting the Yes radio button next to "Do you want to add meeting package pricing instead of itemized pricing?"

Specify if the guest room and meeting package rates include tax and if the guest room rates include breakfast costs.

 
NOTE: Keep in mind that the last two questions are simply informative, to help planners correctly calculate their budgets.
 
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If you see a "Guest Rooms Offered on Peak" field, enter the maximum number of sleeping rooms you can offer at one time and click Apply. When the pop-up opens, check the boxes next to the room types you can offer and click Apply.

In the Guest Rooms grid, enter your sleeping room availability and rates.

 
NOTE: If you have added a 24-Hour Rate, All Inclusive, or Complete Meeting Package (CMP) in the Meeting Packages section, you won't need to enter room rates in the Guest Rooms grid.
 
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Save yourself some typing by entering the rates in the first row only. Then click Copy Day, check the boxes next to the remaining dates in the dropdown, and click Copy. The rest of the fields will now match the first row. To add a note, click the User-added image at the end of a row. 

You may see the option to include rebate information. If so, click the Yes radio button and enter your rebate in the field that appears.

Specify whether it's an amount or percentage using the dropdown. If your rates are confirmed, you can list your confirmation contingencies in the appropriate box. If they’re not confirmed, click the No radio button and enter your maximum yearly increase for sleeping room rates in the box.

If the planner added alternate dates for this event, indicate your availability using the radio buttons.

If you selected additional dates, click the ranges and include your rates. You can even copy the date range if you only need to make small tweaks from the previous date range's rates.

 
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Scroll down to the Additional Fees section to include taxes. Select the tax category from the dropdown, then enter its amount or percentage and select its corresponding calculation method. In the "Applicable To" column, use the dropdown menu to select which section of your proposal the tax is meant for. This way you can set specific taxes that are applicable only to meeting packages, guest rooms, or food and beverage.
 
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NOTE: Remember that the taxes entered here are simply informative, to help planners manage their own calculations.

Click Add Tax, if you need to set up more than three tax categories. Save time in the future by setting up default taxes, which are added automatically to each new proposal. Once you're done, click Next.

3 Include meeting space and rates. Review the planner's meeting space requests and click Add Meeting Room if you have space that fits that need (If your venue is a conference or convention center, click Add Event Space). When the pop-up appears, fill out the required fields. You can apply this same room to multiple agenda items by checking the boxes at the bottom.
 
NOTE: Manage your meeting rooms in another software program? Click Import Meeting Rooms to download a spreadsheet, add room details, and import them all at once.

Once you're done, click Save.

Consider including additional information and addressing audio/visual needs in the appropriate boxes.

4 Estimate your costs. Scroll down to Your Estimated Costs or click Next to find them on the next page. The items in red are those the planner has required. You must fill them out or select Complimentary, N/A, or Waived from the Cost Type dropdown to continue. Any other costs listed are optional.

 
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To include one that's not listed, click Add Item. You can add notes by clicking User-added image at the end of a row. Check the box next to the item and click Save As Default to automatically add this cost to all future proposals.

Once you're done, click Next.

5 Answer the planner’s questions. Since the Additional Questions are created by the planner, be as thorough as possible. Avoid responses like "N/A" or "see above." Answered one before? Click Previous Responses to view and Select what you, or another user, has already written. Click Set Text as Future Proposal Default link to answer automatically next time you're asked the same question. 

 
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Once you're done, click Next.

6 Add additional details, attach documents, and sign the proposal. Finally, respond to the planner's concessions, billing requirements, or contractual requirements in the box.

To attach a document, scroll down to the Attachments section and click Select from Library to attach a file saved in Cvent, Upload from Computer to locate one on your hard drive or network, or Add URL to link to a file online.

"Sign" your proposal by filling out the Proposal Key Contact Information.

Click Next.  

Want to send a copy of the proposal to yourself or someone else? Click Add Recipient and enter an email address in the field that appears.

 
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Consider adding a closing message. This will be included in the email notification planners receive.  Check the box to let any CVBs copied on the RFP view your proposal so they know you've responded.

Finally, click Submit Now to send your proposal or Review and Submit Later to save it for when you're ready. 

 

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