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 Create Proposal.

 
User-added image

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.

Click the Set Text as Future Proposal Default link to automatically add this introduction to all future proposals from this venue.

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

Your options include:
  • Available 1st Option - You have space available and can meet their needs.
  • Available 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.
If these dates just don't work, you can propose new dates later in the wizard.

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.

 
NOTE: Rather than itemizing your costs, offer package pricing by selecting the Yes radio button below Package Pricing Options.

If you see a "Peak Rooms Offered" field, enter the max 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.

Modify your sleeping room availability in the grid, if necessary, and enter your rates.

Save yourself some typing by entering the rates in the first row only. Then, check the box for that row on the left. Click Copy, check the boxes beside the remaining dates in the dropdown, and click Apply. 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. 

 
User-added image

You may see the option to include rebate information. If so, it will be below the sleeping room grid. 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.

You can include pricing information for a particular date by clicking Add Rates. When the pop-up appears, enter your rates and click Save.

To propose additional dates, click Add Alternate Date. When the pop-up appears, enter the new dates, your availability, and any additional information. Click Next >>. Enter your rooms and rates and click Save.

Scroll down to the Additional Fees section to include taxes. 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 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, or Save and Next >> to add another.

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.

 
User-added image

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. 

 
User-added image

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.

 
User-added image

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. 



 

Did this article resolve your issue?

Yes
No

What can we do to make this article better?

What can we do to make this article better?

Did this article resolve your issue?


Excellent! Thank you for your feedback

Did this article resolve your issue?


We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.

  • 1
  • 2
  • 3
  • 4
  • 5
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 Create Proposal.

 
User-added image

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.

Click the Set Text as Future Proposal Default link to automatically add this introduction to all future proposals from this venue.

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

Your options include:
  • Available 1st Option - You have space available and can meet their needs.
  • Available 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.
If these dates just don't work, you can propose new dates later in the wizard.

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.

 
NOTE: Rather than itemizing your costs, offer package pricing by selecting the Yes radio button below Package Pricing Options.

If you see a "Peak Rooms Offered" field, enter the max 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.

Modify your sleeping room availability in the grid, if necessary, and enter your rates.

Save yourself some typing by entering the rates in the first row only. Then, check the box for that row on the left. Click Copy, check the boxes beside the remaining dates in the dropdown, and click Apply. 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. 

 
User-added image

You may see the option to include rebate information. If so, it will be below the sleeping room grid. 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.

You can include pricing information for a particular date by clicking Add Rates. When the pop-up appears, enter your rates and click Save.

To propose additional dates, click Add Alternate Date. When the pop-up appears, enter the new dates, your availability, and any additional information. Click Next >>. Enter your rooms and rates and click Save.

Scroll down to the Additional Fees section to include taxes. 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 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, or Save and Next >> to add another.

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.

 
User-added image

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. 

 
User-added image

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.

 
User-added image

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. 



 

Did this article resolve your issue?

Yes
No

What can we do to make this article better?

What can we do to make this article better?

Did this article resolve your issue?


Excellent! Thank you for your feedback

Did this article resolve your issue?


We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.

  • 1
  • 2
  • 3
  • 4
  • 5
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 Create Proposal.

 
User-added image

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.

Click the Set Text as Future Proposal Default link to automatically add this introduction to all future proposals from this venue.

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

Your options include:
  • Available 1st Option - You have space available and can meet their needs.
  • Available 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.
If these dates just don't work, you can propose new dates later in the wizard.

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.

 
NOTE: Rather than itemizing your costs, offer package pricing by selecting the Yes radio button below Package Pricing Options.

If you see a "Peak Rooms Offered" field, enter the max 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.

Modify your sleeping room availability in the grid, if necessary, and enter your rates.

Save yourself some typing by entering the rates in the first row only. Then, check the box for that row on the left. Click Copy, check the boxes beside the remaining dates in the dropdown, and click Apply. 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. 

 
User-added image

You may see the option to include rebate information. If so, it will be below the sleeping room grid. 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.

You can include pricing information for a particular date by clicking Add Rates. When the pop-up appears, enter your rates and click Save.

To propose additional dates, click Add Alternate Date. When the pop-up appears, enter the new dates, your availability, and any additional information. Click Next >>. Enter your rooms and rates and click Save.

Scroll down to the Additional Fees section to include taxes. 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 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, or Save and Next >> to add another.

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.

 
User-added image

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. 

 
User-added image

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.

 
User-added image

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. 



 

Did this article resolve your issue?

Yes
No

Did this article resolve your issue?

What can we do to make this article better?

Did this article resolve your issue?

What can we do to make this article better?

Did this article resolve your issue?


Excellent! Thank you for your feedback

Did this article resolve your issue?


We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.

  • 1
  • 2
  • 3
  • 4
  • 5
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 Create Proposal.

 
User-added image

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.

Click the Set Text as Future Proposal Default link to automatically add this introduction to all future proposals from this venue.

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

Your options include:
  • Available 1st Option - You have space available and can meet their needs.
  • Available 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.
If these dates just don't work, you can propose new dates later in the wizard.

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.

 
NOTE: Rather than itemizing your costs, offer package pricing by selecting the Yes radio button below Package Pricing Options.

If you see a "Peak Rooms Offered" field, enter the max 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.

Modify your sleeping room availability in the grid, if necessary, and enter your rates.

Save yourself some typing by entering the rates in the first row only. Then, check the box for that row on the left. Click Copy, check the boxes beside the remaining dates in the dropdown, and click Apply. 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. 

 
User-added image

You may see the option to include rebate information. If so, it will be below the sleeping room grid. 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.

You can include pricing information for a particular date by clicking Add Rates. When the pop-up appears, enter your rates and click Save.

To propose additional dates, click Add Alternate Date. When the pop-up appears, enter the new dates, your availability, and any additional information. Click Next >>. Enter your rooms and rates and click Save.

Scroll down to the Additional Fees section to include taxes. 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 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, or Save and Next >> to add another.

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.

 
User-added image

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. 

 
User-added image

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.

 
User-added image

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. 



 

Did this article resolve your issue?

Yes
No

Did this article resolve your issue?

What can we do to make this article better?

Did this article resolve your issue?

What can we do to make this article better?

Did this article resolve your issue?


Excellent! Thank you for your feedback

Did this article resolve your issue?


We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.

  • 1
  • 2
  • 3
  • 4
  • 5
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 Create Proposal.

 
User-added image

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.

Click the Set Text as Future Proposal Default link to automatically add this introduction to all future proposals from this venue.

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

Your options include:
  • Available 1st Option - You have space available and can meet their needs.
  • Available 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.
If these dates just don't work, you can propose new dates later in the wizard.

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.

 
NOTE: Rather than itemizing your costs, offer package pricing by selecting the Yes radio button below Package Pricing Options.

If you see a "Peak Rooms Offered" field, enter the max 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.

Modify your sleeping room availability in the grid, if necessary, and enter your rates.

Save yourself some typing by entering the rates in the first row only. Then, check the box for that row on the left. Click Copy, check the boxes beside the remaining dates in the dropdown, and click Apply. 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. 

 
User-added image

You may see the option to include rebate information. If so, it will be below the sleeping room grid. 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.

You can include pricing information for a particular date by clicking Add Rates. When the pop-up appears, enter your rates and click Save.

To propose additional dates, click Add Alternate Date. When the pop-up appears, enter the new dates, your availability, and any additional information. Click Next >>. Enter your rooms and rates and click Save.

Scroll down to the Additional Fees section to include taxes. 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 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, or Save and Next >> to add another.

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.

 
User-added image

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. 

 
User-added image

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.

 
User-added image

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. 



 

Did this article resolve your issue?

Yes
No

Did this article resolve your issue?

What can we do to make this article better?

Did this article resolve your issue?

What can we do to make this article better?

Did this article resolve your issue?


Excellent! Thank you for your feedback

Did this article resolve your issue?


We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.

  • 1
  • 2
  • 3
  • 4
  • 5

Did this article resolve your issue?

Yes
No

Did this article resolve your issue?

What can we do to make this article better?

Did this article resolve your issue?

What can we do to make this article better?

Did this article resolve your issue?


Excellent! Thank you for your feedback

Did this article resolve your issue?


We are sorry to hear that!  For more assistance, open a case and a Product Consultant will contact you directly.

  • 1
  • 2
  • 3
  • 4
  • 5
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 Create Proposal.

 
User-added image

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.

Click the Set Text as Future Proposal Default link to automatically add this introduction to all future proposals from this venue.

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

Your options include:
  • Available 1st Option - You have space available and can meet their needs.
  • Available 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.
If these dates just don't work, you can propose new dates later in the wizard.

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.

 
NOTE: Rather than itemizing your costs, offer package pricing by selecting the Yes radio button below Package Pricing Options.

If you see a "Peak Rooms Offered" field, enter the max 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.

Modify your sleeping room availability in the grid, if necessary, and enter your rates.

Save yourself some typing by entering the rates in the first row only. Then, check the box for that row on the left. Click Copy, check the boxes beside the remaining dates in the dropdown, and click Apply. 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. 

 
User-added image

You may see the option to include rebate information. If so, it will be below the sleeping room grid. 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.

You can include pricing information for a particular date by clicking Add Rates. When the pop-up appears, enter your rates and click Save.

To propose additional dates, click Add Alternate Date. When the pop-up appears, enter the new dates, your availability, and any additional information. Click Next >>. Enter your rooms and rates and click Save.

Scroll down to the Additional Fees section to include taxes. 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 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, or Save and Next >> to add another.

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.

 
User-added image

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. 

 
User-added image

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.

 
User-added image

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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