Are you looking to create and send an RFP in EventPipe? Here's how!
Step One: Navigate to the RFPs tab for an event
Step Two: Click "New RFP" and fill out all required fields (anything with a red asterisk) - start with event details
RFP NAME: Internal name. The name of the event is what will appear to hotels. This is a name for your records.
Proposal Due Date: When you are telling hotels to have the bid complete by
Proposal Decision Date: The date you will have a decision for the hotel by on whether or not you will partner
Comp Ratio: the number of comp nights you are looking for per rooms booked. Ex: 1 per 20, 1 per 30
Commission Rate: What percent commission you are looking to contract. Please note, you need an IATA to collect a commission.
Rebate Amount: the flat amount per night that the hotel pays you post-event
Check In: This will populate from the event settings
Check Out: This will populate from the event settings
Hotel Cutoff Date: This will automatically be set to two weeks prior to event start but can be changed
Event Description: This is a free text field and your opportunity to display the event's value and needs to your hotels! This is the first thing they read when they open an RFP.
Cancellation Policy Notes: This is not a required field, but is helper text to guide the hotels in knowing what cancellation policies are best suited for your guests
Amenities: What amenities are important to your group? Type and select from the pre-built options so hotels can quickly tell you if they have them or not when responding to your bid.
Step Three: Room Types - build your room block pattern
First, select the Room Type you are looking to contract. Please note, you can have multiple room types.
Next, enter the number of rooms per night you are looking to contract and have listed on the RFP.
Please note, your peak nights will show up and you can add rooms before or after through the dropdown on the corner of the room block that states "Add Row."
In addition, you can breakdown how many rooms you need for attendees, staff, guaranteed comps, through the columns
Step Four: Concessions
You can add concessions beyond rebate, commission, etc through the free form textboxes under commission. For example, Double Meeting Planner Points, Early Check-In, Meeting Space, etc.
Any concession added, the hotel will be able to respond yes or no to via a grid when they response.
Step Five: Terms & Conditions
Terms and Conditions are your non-negotiables for partnership. These are the things you want listed in black & white for the hotel agree to upon submitting the bid.
TIP: You can use our PipeTools template tool so you don't have to type these out every time. You will see there is a template dropdown.
Once complete, click the blue Save button in the bottom or top right and your RFP will be created!