Don't need a lot of meeting rooms? Request rates, dates, and rooms in five simple steps with the Quick RFP.
| NOTE: If you've got a detailed agenda, try the Advanced RFP, which lets you include more info and easily list complex meeting room needs. |
1 Launch the RFP Wizard. Begin by clicking Manage RFPs in the top navigation bar, then Create New RFP.
2 Add the basic details. Select Quick RFP, then click Next >>.
Name your RFP. Specify the Response Due Date and Decision Date by clicking 
or typing in the provided fields. Choose a currency from the dropdown.
Consider adding a brief description in the appropriate box.
| NOTE: Don't want recipients to forward this RFP to other venues? Disable the forwarding feature by selecting No, only suppliers I send this RFP to can respond. |
Scroll down and enter information about the key contact for this RFP. The fields in red are required.
If you choose to receive an email notification every time a supplier bids or turns down your RFP, you can also add a co-worker to this notifications list. Click Add Recipient, choose Account User from the dropdown, and click the 
icon in the Recipient field. When the pop-up appears, find their name and click Select on the left.
If you're a third-party planner and will receive commission, select Yes and enter your rate. Then click Add Section to create a text field. Here you can type in which portion of the proposal you are expecting commission for. If you want to request commission information on multiple portions of the proposal, create a separate text field for each one. You can add up to five sections.
| NOTE: Keep in mind suppliers are not required to match your demand. They can propose different commission rates for specific proposal sections, or offer no commission at all. |
Enter your client's organization or type "Not Available" and select your client's organization type from the dropdown. Choose whether you want to hide the organization's background information from suppliers.
In the Event Details section, specify if the event format is in-person, hybrid, or virtual. Enter the estimated daily attendee count. If you are organizing a hybrid event, specify how many in-person versus virtual attendees will participate. To add a note about your attendees, click the 
icon.
Add the start and end dates (excluding shoulder dates) in the grid. If your dates are flexible, check the box (marked below) and enter alternate dates when the fields appear. Click Add Alternate Date to add one more.
Click Next >>.
3 Add your room requirements and attach files. If you need sleeping rooms, select Yes at the top of the page, then enter the Check-in Date and click Apply.
| NOTE: If you want to create a meeting room-only RFP, select No, so you can skip straight to defining your meeting room requirements. |
Room dates are listed by row in the grid below. Click Add Day to add another date, before or after.
Save yourself some typing by entering the number of rooms you'll need in one 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 that row.
In the Meeting Room Requirements section select Yes if you need meeting rooms or event space.
Describe your meeting room needs in the Additional information box.
| NOTE: If you want to create a sleeping room-only RFP, select No next to "Do you need meeting rooms or event space?" to skip the Meeting Room Requirements section altogether. |
To upload a file in your RFP, click Browse... to select a file from your document library, or click Choose File to select a file from your computer or network. When the pop-up appears, locate the file and click Insert or Open. Back in Cvent, click Upload File.
| NOTE: Don't see the option to upload files? Contact your sales representative to learn how you can purchase a venue sourcing package that allows you to attach documents to your RFPs. |
In the Meeting Packages section, specify whether you prefer venues to respond with meeting package pricing.
| NOTE: Keep in mind venues are not required to provide meeting package pricing regardless of what option you choose. |
Click Next >>.
4 Choose the costs suppliers must provide. You might be indifferent about the cost of a continental breakfast but need that exhibit space quote. If you have the Proposal Preferences feature, you can configure how each cost should be included in proposals.
Your choices include:
- Optional - lets suppliers fill out the field or leave it empty.
- Required - won't let suppliers send their proposal unless the field is filled.
- Hidden - removes the field from the RFP so suppliers don't waste their time.
Click Next >>.
5 Choose your custom questions, if applicable. If you've created default questions, they'll be listed in this step. Change the order the questions appear using the arrow buttons 
or click Delete to remove one. To delete questions in bulk, start by clicking Actions, then Delete Questions.
Check the boxes next to the questions you want to remove. Click Delete, then Confirm.
You can also add questions to your RFP after you've completed the wizard.
Once you're done, click Next >>.
Your RFP is now complete. When you're ready, you can add venues and send your RFP or go back and edit the details.
