From the Edit Event Details page, you can view and edit all of the details of your event, such as contact information, venues, room requirements, and check-in dates. You can also add notes to keep track of changes or revisions that need to be made.
Additional Information
Once you invite properties and send an RFP, some fields will be locked. Disabling the inputs ensure's that compensation terms and Site IDs remain unchanged.
Additional Information
Once you invite properties and send an RFP, some fields will be locked. Disabling the inputs ensure's that compensation terms and Site IDs remain unchanged.
Guide
Event Settings
Choose what to include in the Event/RFP. Turn on Meeting Space and/or Food & Beverage, or turn on Registration.
Event Overview
The Event Overview section contains fundamental information about your event. Remember you are building an RFP to send to a hotel, so tout your event to that audience. Additional instructions will be included in the email sent to the hotel to respond. The Event Overview tab contains three sections:
1. General Information
1. General Information
- Name of event: Will show at the top of every event level page, as well as on RFPs and invoices.
- Event Organizer Company Name or Your Client's Name: Will show in Event List on the Dashboard
- Type of Event: Used on RFP
- Event Will Contract With: Used on RFP
- Multiple Properties:
- Single Property:
- How Many Teams Will Participate?: The number of teams you expect to take part in the event
- Average Number of Rooms Per Team: The average number of rooms each team uses
- Total number of event participants: The total number of people taking part in your event
2. Event History
- Inaugural: The first time this event has taken place
- Repeat: A repeat of a previous event
- History of Event: History of Event is an integral part of your event set up, it allows hoteliers to evaluate the relevance and profitability of their business. Describe past participation, expected repetition, and growth, etc.
- Additional Instructions/Requests: Enter any other instructions or information that are important for your event, and you would like the hotel to know before deciding to bid.
3. Group Hotel Arrival
- Group Arrival - Check-in Date: The date you expect your Group to check-in to the property
- Length of Stay (# of Nights): The number of nights you anticipate guests to stay at the property
Details and Compensation
The Details and Compensation tab contains several sections:
1. Event Daily Room Block Requested
- Enter the total number of rooms needed for all hotels for each night of your event
2. Bed Type Requested
- Please enter the preferred bedding type you are requesting: For example, Rooms with 2 Queen Beds, or 14 King and 10 Double Rooms. Used on the RFP.
- Typical Number of Guests in Each Room: The number of guest on average that will be in a single room.
3. Method of Payment
- Determines how payment for rooms will be handled. Two options:
- Individual Pays - Individuals pay per reservation
- Master Bill - Use one credit card to pay for all rooms (only displays on the RFP that only one credit card will be used to pay for all reservations, and a master bill account will have to be set up with the hotel).Does not control payment but informs the hotel how guests will pay.
4. Rooming List Access
- Hotel users will receive access to an online portal to see guests personal and reservation information. "Send when RFP" is accepted" sends access to the rooming list immediately. "Send on block release date" will send the rooming list on the block release date, the block release date can be updated on the Rooms Manager page.
5. Site ID
- The Site ID is basically the Account Number for your event. Each event should have a unique Site ID. If a Site ID is used for multiple events, it can cause issues, as all contracted hotels will show on one site. Also, any settings set on the Booking Engine Settings page will also be passed on to that SiteID.
6. Additional Information
- Enter information that is unique to your event in the textbox
- Upload a PDF document containing instructions or details about your event
7. Closed to Bids Date
- The latest date an RFP can be returned by property for consideration
Compensation Information
- Check box to require the property offers you the lowest public rate for your event dates (Property must agree to this to submit RFP).
- There are three compensation models available:
- Commissionable - A commission percentage is paid by the property after the event has ended.
- Group net - A Hotel offers a net rate at a predetermined percentage below their best available rate. You determine the markup and Guest's are charged entire stay amount at the time of booking.
- Group prepay markup at booking - A net rate with markup in which the customer pays only the markup at the time of the reservation and pays the balance of the net price directly to the hotel at checkout.
- Expected Commission percent: 10% is standard but more or less can be requested.
- Is Rebate Required?: Add rebate per room night, per reservation, or a percentage of the room rate. You can also indicate to the property that you want the rebate paid to an entity other than yourself.
- Additional Housing Fee- If you are working with a CVB, Chamber of Commerce, or Sports Commission, for example, you can request a housing fee be paid in addition to other compensation. This can also be paid to another entity.
Show Deposit Policy
This adds a text box to all of the RFP's you send out allowing the property to add a deposit payment policy. This is not added by default. You also have the option to add this on an individual property basis when you send an RFP.
Complimentary Rooms
Request complimentary room nights as a ratio of booked to earned, or required to participate.
Cancel Policy
Set your cancellation policy, including service fees. The video below explains how to do this.
Meeting Space and/or Food & Beverage
Enter information about your meeting space or food and beverage requirements.
Registration
Enabling registration will send the event admin an email that contains a link to a form that will need to be filled out with the registration details.
Registration can include rosters, waivers, or any additional documents that need to be included with registration.
Venue
The event venue becomes the center point of your event for property search criteria. Enter the venue name, address, city, state, zip, and select the Update Venue. The system will assign a longitude/latitude and show the venue on the map. You can add as many venues as you like, but one must be the primary or main venue.