1. Click on ALL RFPs page at the top, then click Create RFP in the upper right corner.
2. Select NEW RFP and then Next.
These are the main areas/sections of the RFP:
3. Event Requirements: Specify if your event needs meeting rooms, guest rooms, or both. By default, both will be selected.
4. If your event is hosted in more than one venue, check the box next to This is a Citywide Event. This will activate more citywide-specific options in the RFP form.
NOTE: Once you check the box above, another pop up will indicate at the bottom to identify if you want the venue to share availability for all dates. Check this box if you are flexible with your availability.
5. Set your date options:
6. Enter the preferred event start and end dates. You can include up to 11 additional alternate dates by clicking Add another date option. For alternate dates, you only need to enter the event start date. The end date will automatically populate based on the duration indicated in your preferred dates. You can mark several date ranges as preferred by checking the Mark as preferred date box.
7. If you aren't flexible with the event, remove any alternative dates and uncheck the box next to Let venues suggest alternative dates.
8. If you don't have a specific dates in mind, select Use a date pattern, then specify your event duration and select the week days when you would prefer your event to start. Add your preferred date range. In the example below, you are indicating that your event will last for three days and you would like it to start on a Monday or Tuesday, any time between the beginning of September and beginning of November.
9. Enter your Event Name, then select the type and format. Specify the number of in-person attendees, virtual attendees, or both, depending on the event format you selected. Then click Next.
10. If meeting space is needed, you will enter the requirements. An agenda item will be automatically added for the preferred date interval if you specified that you need meeting rooms. If meeting space is not needed, you will just click next and skip this step.
11. Customize the agenda item per your needs. To add shoulder dates, click Add another day, then decide if you want to add one at the start or end of the date list.
12. If necessary, click Add more details to include the preferred room size, require a 24-hour hold, or enter additional notes for the venues. You can also create several copies of this agenda item per day. For example, if you want to split your attendees into three separate classrooms that will take place simultaneously, you can type 3 in the "Create copies of this item per day" field. Click Add room when you're done.
NOTE: For Citywide events, you can specify if an agenda item will be required at the primary venue.
13. Click Save.
14. To edit or remove an existing agenda item, click the icon to the right and select the desired option. For recurring agenda items, you have the option to edit or remove a specific occurrence or the entire series.
15. You can include additional agenda items by entering the desired requirements in the Add agenda item section and clicking Save.
16. To copy or delete agenda items in bulk, check the boxes next to the items or dates you need, then select Copy items or Delete items respectively, from the gray bar at the top.
17. If necessary, click Edit next to Additional Meeting Requirements to specify the peak meeting rooms, largest meeting space, total meeting space, and any audiovisual requirements. Click Save when you're done.
18.Click Next to move forward.