1. Enter your Guest Room Requirements if needed. Specify how many rooms per night will be required, and select the type of rooms you need from the dropdown. Select the occupancy type, if necessary.
2. If the number and type of rooms you require vary from one day to another, click Edit guest rooms by day. You can define the guest capacity for each room type by clicking Edit occupancy details and selecting the capacity from the dropdowns. Click Save when you're done.
3. For each date, enter the required number of rooms for a specific type. To speed up the process, you can click the icon next to a specific date and copy the room requirements to the next night or to all nights.
4. To add shoulder dates, click Add another night, then decide if you want to add one at the start or end of the date list.
5. Click Next.
6. Add Contact Details > Contact Information. By default, the contact details are pulled from the user profile you are logged in with. Make sure all the fields marked with a red asterisk are filled in.
IMPORTANT NOTE: Check the box to update profile if you are the only one on the RFP. Do not check the box if you are teaming or an Administrative Assistant. If you do it could cause issues with RFP Visibility and User Group if you use another Associate's Contact Details here.
7. In the Host Information section, enter the host organization name, type, and city. Decide if you want to share this information with suppliers.
TECH NOTE: To be able to select the host organization (client organization) from the drop-down selection, see this HB Help article: Organization (Client) Profiles. If you add a new host organization here it will NOT transfer over to the Organizations section/listing.
8. Decide if you are going to share the host information with the supplier.
9. Enter the Contract Signature Location.
10. Click Add similar events hosted in the past, then complete the fields that appear. Click Save when you're done.
11. Click Next.
12. Complete the Other Information section. Enter the response and decision due dates. Under Additional RFP Information add any questions or notes to the venues.
For specific RFP notes for you ONLY, enter them into the box labeled Internal Notes.
13. In the Budget section, click Edit, then select your preferred currency, and consider adding your total budget, food and beverage budget, and the budgeted room rate. Click Save when you're done.
14. Use the Billing Details section to list concessions, contractual requirements, and billing information. Click Save when you're done.
15. To add files from your computer, start by clicking Upload or drop files. Locate the file you need, then click Open to attach it. If you've changed your mind, just click the icon next to the attachment to remove it. If there are files previously uploaded, click Edit to review them.
TECH NOTE: HB Connect will not have any "Events" to link to, please skip this field/action.
16. Click Next.