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Tip of the Week #14: Time-Saving Tips in your RFP Response Time

  • 1.  Tip of the Week #14: Time-Saving Tips in your RFP Response Time

    Cvent Staff
    Posted 28 days ago

    Hello, Cvent Community! While we know the current circumstances in the world have drastically shifted how your property is handling in-person events, we wanted to provide some key tips surrounding how you respond to and manage your RFP's. With planners already booking future events, it is important to stay on top of the game now and respond quickly. These tips can ensure your experience with the event professionals through the #CventSupplierNetwork is as efficient as possible.

    • Proposal Defaults: If you find yourself receiving common questions or estimated costs, save time by setting up default responses. These responses will pre-populate in each new proposal created for your property.
      • Access Proposal Defaults by navigating to Venues > Select venue profile > Section Links > Proposal Defaults.
      • You will then see the various fields listed out, and you can add your default response by clicking the icon in the Action column.
        • Don't forget to use Previous Responses. You can access your past saved response, and you have the option to "Set Text as Future Proposal Default."
      • You can also set defaults for Meeting Packages, Taxes, and Commission Policy.
    • Add Meeting Rooms to your Venue Profile: Provide more of a vision for event planners by posting dimensions and ceiling height, these details will pre-populate in the proposal.
      • Access by navigating to Venues > Select venue profile > Section Links > Meeting Rooms > Add Meeting Room and fill out further information.
    • Automatically Attach Documents: If you include common documents in your responses such as floor plans, brochures, or want to include new information such as safety and social distancing measures, you have the ability to automatically attach the document with each proposal to save you time.
      • When we return to in-person events and incorporate social distancing measures, the option for the event planner to envision the venue and room layouts are more important than ever.
      • Access by navigating to Venues > Select venue profile > Section Links > Documents. First add the document, then scroll to the Proposal Settings section. First ensure the first box is checked, then check the second box, "Automatically send this document with each proposal."
    • Earn Your CSN Certification Today: Elevate your career and learn how to improve your venue's online presence, create winning proposals, and increase RFP conversion rates. During this global crisis, we are offering we are offering Cvent Supplier Network Certification at no cost.

    What else have you done in the past to save time when responding to proposals? Do any event planners have suggestions or questions for our hoteliers that could help this process? Feel free to collaborate and share below!

    Please let us know if you have any questions. #CventTip #TimeSavers #GroupBusiness #RespondingtoRFPs #VenueSourcing 

    NOTE: If you are an event professional, check out the new Source Safely resource hub to provide you the latest health and safety protocols from venues within the Cvent Supplier Network.


    #BiddingonGroupBusiness
    #ManagingRoomBlocks
    #SourcingaVenue

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    Danni Czark
    Senior Associate, Online Community Marketing
    Cvent
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  • 2.  RE: Tip of the Week #14: Time-Saving Tips in your RFP Response Time

    Posted 16 days ago
    In my previous job we did all the above as it was a hotel/conference center, now as a CVB we do not respond to proposals, but have set up some of the documents to be attached to a message to the planner.

    We encourage our team to update the lead status once we receive the lead and are working on it.

    In addition, we have covering Cvent with any new hotel partner (and recurring Extranet training) and sending out updates as the above to ensure all our hotel partners and the convention center are able to use Cvent very efficiently.

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    Andrea Timbes
    CRM Administrator
    Visit Fort Worth
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  • 3.  RE: Tip of the Week #14: Time-Saving Tips in your RFP Response Time

    Posted 15 days ago
    As a DMO one of the first things I do is check to see what properties received the lead.  Then I send a message to the planner thanking them for including me on the RFP and letting them know I am available if they need any assistance getting responses from the hotels.

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    Amy Zientek
    Director Of Sales
    Visit Lubbock The Convention and Visitors Bureau
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