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Tip of the Week #35: Managing NSO Contacts

  • 1.  Tip of the Week #35: Managing NSO Contacts

    Cvent Staff
    Posted 12-10-2020 11:47

    Hello, all! For this edition of Tip of the Week, we are highlighting the many great features available to you when managing NSO contacts. Since NSOs help planners find the best venues within their network and work closely with the venues to respond, we know how important it is to make it a smooth process for all parties involved. There are different aspects to keep in mind whether you are the event planner or the supplier, so here are a few key items to remember.

    For the planner:

    • Importing NSO Contacts – You want your NSO's information in Cvent so you can copy them on your RFPs, message directly, and overall ensure they are in-the-know to find you the best venue for your needs. If you are only working with a handful of contacts, you can always add these individually within your account. However, if you are working with many, it will be most efficient to import your contacts in.
      • To do so, simply access your NSO Contacts > Select Import under Actions > Download the sample file and input your data > return to the page and select your file to complete the import process.
      • You can even import them to be associated with a brand or chain. Be sure to download the sample list and include the details in the Associations and Association Type fields of your file.
    • Exporting NSO Contacts – On the other side, to see a list of your contacts and pass those on to others if needed, you can always export your NSO contacts directly from your account.
    • Send an RFP to an NSO only – Sometimes it is easiest to send your RFP only to your NSO, and then let them review and forward it to the venues that could be a fit for the event. This is also a simple step – when you have the RFP ready to be sent, select Suppliers & Responses > Hover over Actions > Select Send to NSO Only > Select the contacts and click Send (don't forget to add a message in the Message box).
      • Now, the NSO will take the next steps for you. However, if you are curious who the RFP was forwarded to, you can track the suppliers. Access this through RFP Administration > View Forward History
    • Find exclusive deals for venues associated to your NSO contact – When browsing the Supplier Network for the right venues, you can apply Account Tags based on promotions, negotiated rates, and credits. Then work with your NSO contact, whether directly or CC'ing them on the RFP, for them to take it from there with their associated venues.

    For the NSO Contact:

    • View RFPs you were added to – If you have your own user access and want to have a clean view of the RFPs you were added to by your planner contacts, you can create a custom view to only see those you were copied on. This will help you stay on top of any action you need to take and keep those connections strong with your planners.

    For the supplier:

    • Track RFPs with NSO recipients – Use the Received RFPs report to stay in the know on which RFPs include NSO recipients. You can either include it as a field, filter by only those RFPs, or even view a specific NSO by only selecting their name when applying the filter in NSO contacts.

    Questions to think about:

    • What successes have you seen when working with your NSO contacts?
    • If you are a supplier, what are the best experiences you have had with NSO contacts?

    Let us know below! If you have any questions or feedback, be sure to share those, as well. #CventTip


    Danni Czark
    Senior Associate, Online Community Marketing

  • 2.  RE: Tip of the Week #35: Managing NSO Contacts

    Community MVP
    Posted 12-16-2020 09:22
    • What successes have you seen when working with your NSO contacts?  NSO are truly and extension of the on property sales teams.  We work in tantum on behalf of the family of brands.  The more information that a property sales team can provide to the NSO about the local market the better equipped the NSO is to work on the properties behalf.  NSO are brand experts, however it's difficult for them to be market experts, so providing them local information, changes and contacts is important in the partnership.  
    • If you are a supplier, what are the best experiences you have had with NSO contacts?  Again, providing the NSO with local knowledge is key to the partnership.  My best experiences are always when we convert the RFP into an agreement! 

    Colleen Beck
    Director of Sales & Marketing
    The Westin Tampa Bay

  • 3.  RE: Tip of the Week #35: Managing NSO Contacts

    Community MVP
    Posted 12-16-2020 10:08
    Hi Danni,

    I think the NSO is an extension to the Sales Team.

    For a DMO (at least from my view) it is a bit difficult when a planner adds a NSO to a lead. we, for example, do have our Market segments divided by Region as well as large and small meetings, and then there are the exceptions too. So when a planner adds a NSO, it might not be the right contact that will be handling the lead and it makes it a bit more difficult, as there is an internal process in place for me as a lead catcher to assign leads.

    In addition, if a Sales Manager leaves, it happened a lot of times, that even though we make the Sales Manager inactive in Cvent, that doesn't translate over to the 3rd party and they still copy the sales manager as a NSO.

    It would be great if the system could notify the planner that a NSO is no longer active (just an idea), not sure how that will work.


    Andrea Timbes-Cox-Cox
    CRM Administrator & Lead Catcher
    Visit Fort Worth

  • 4.  RE: Tip of the Week #35: Managing NSO Contacts

    Cvent Staff
    Posted 12-16-2020 15:56
    Hi Andrea,

    I hope you are doing well!

    NSO contacts are handled a bit differently for CVBs, so I'm glad you shared your feedback here. Regarding the feedback on the system notifying the planner of the correct contacts, I'd encourage you to share that over on the 
    Ideas page!

    For some additional information, you are able to change an NSO if you are still getting the emails of a previous representative. Within the notification email, you can click Change the NSO within the Actions section. You will be taken to a web page where you can remove yourself, even reassign the RFP and notify the planner of the new NSO so they can update their contact list if needed. I highly suggest alerting the planner about the change in contacts.  Here is an article covering this in more detail.

    Please let us know any questions!


    Alaina Del Real
    Sr. Solutions Specialist

  • 5.  RE: Tip of the Week #35: Managing NSO Contacts

    Community MVP
    Posted 12-21-2020 11:32

    Thanks Alaina.



    Andrea Timbes-Cox, CTA, CNSA
    CRM Administrator
    Visit Fort Worth
    Direct Phone: 817.698.7838 | Direct Fax: 817.338.3553


  • 6.  RE: Tip of the Week #35: Managing NSO Contacts

    Community MVP
    Posted 12-17-2020 11:32

    I appreciate the information... I think many of us do not really leverage the supplier network as we could, so this is really useful info!

    Lori Wildman
    Senior Marketing Manager
    DuCharme, McMillen & Associates, Inc.