EventPipe has two options within the RFP workflow - Expedited and Non-Expedited contracting. Check out this article to know the difference.
The expedited contracting tool gives your team the ability to speed up the contracting workflow by accepting proposals without requesting additional signatures from your hotel partners once negotiations have been completed. When creating a proposal in the expedited contracting workflow, your hotel users will be informed that should their proposal be accepted by your organization, no further signatures or steps on their side will be required.
It should be noted that this setting can be controlled by your team at the RFP level once it is turned on. So if there are some partners/hotels/events that this is appropriate for, you can enable it for just those instances, while continuing to use the standard contracting workflow anywhere else.
How do I set it up?
Once enabled for your organization, you will see a setting called “Expedited Contracting” when creating or editing your RFPs. When turned on, contracts that are created from this RFP will not require the final back and forth of signatures with your hotel partners.
The status of this setting can also be viewed from the RFP Details page, in the Event & Hotel Details section.
How does this change my workflow?
When enabled the workflow works as follows:
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A HoCo user creates and sends the RFP
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A hotel user responds to that RFP create a proposal, and checks off on an agreement that states:
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“By clicking Confirm, I acknowledge that the terms and conditions as specified in this proposal are contractual obligations that will be mutually binding upon acceptance by the recipient.”
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A HoCo user accepts or modifies the proposal
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A HoCo user adds contract terms and sends the contract to the Hotel User
To recap the standard workflow when Expedited Contracting is not turned on:
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A HoCo user creates and sends the RFP
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A hotel user responds to that RFP create a proposal
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A HoCo user accepts or modifies the proposal
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A HoCo user adds contract terms and sends the contract to the Hotel User
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A hotel user signs the contract
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A HoCo user signs the contract
How does this change the experience for Hotel Users?
Hotel Users will be notified twice in the workflow that their proposal may be accepted straight away without the need for further negotiation/signatures.
First, they will have a checkbox that states “By initialing below, Hotel agrees to the above terms and conditions. These terms and conditions may be considered contractually binding if no alterations are required.”
Secondly, they will be presented with a pop-up modal when sending the proposal that states, “By clicking Confirm, I acknowledge that the terms and conditions as specified in this proposal are contractual obligations that will be mutually binding upon acceptance by the recipient.”
Does this change my existing RFPs/Proposals/Contracts?
There will be no changes to your existing RFPS/Proposals/Contracts regardless of whether you opt in for this feature or not. If you opt in, you can apply this setting to existing RFPs if they have not yet been sent.