Once you’ve submitted a request for proposal and are awaiting quotes from hotels, it’s important to understand the different status options and how to manage them. Here’s a guide to help you navigate and act on your quote statuses effectively.
Options and Actions
Cancel Request
- Description: If you decide not to proceed with a request before a hotel submits their response, you have the option to cancel it.
- How to Use: Locate your request in the list of hotel properties and select “Cancel Request” to withdraw your request from the hotel.
- Description: Once a hotel has submitted their response, you can view the detailed quote. This includes a breakdown of rates, taxes, fees, and any attachments provided by the hotel.
- How to Use: Click “View Quote” to access and review the full details of the quote provided.
Making Changes to Your Quote Requests
If you need to modify the details of your quote after submission:
- Change Dates: Select “Request New Date” to choose alternative dates for your booking.
- Change Rooms:
- Update Room and Headcount Information: Confirm the number of rooms and the total headcount. If you attempt to book more rooms than are available at the hotel, a pop-up will alert you, and you will not be able to proceed with the booking.
- Double Up: You can book more individuals than there are rooms, but this will require guests to share rooms.
Booking and Contract Management
Request to Book
- Description: When you’re ready to proceed with your selected hotel, you can initiate the booking process.
- How to Use: Click “Request to Book” and complete the contract details, including headcount and room count. This will allow us to draft a contract with the hotel for your review and signature.
Book
- Description: After the contract is drafted and uploaded, you’ll need to sign it to finalize the booking.
- How to Use: Once Marco uploads the DocuSign link, click “Book” to access and sign the contract electronically.
View Details
- Description: After the hotel has countersigned the contract, you can view the finalized booking details.
- How to Use: Click “View Details” to access the post-booking information and confirm all details.
Requesting a Contract
To move forward with booking your favorite property:
- Click “Request to Book”: This will lead you to a window where you can confirm the contract details.
- Choose Existing or New Details: You can use the existing details from the RFP or request a new quote if you need to adjust the dates or headcount.
- Confirm and Request Contract: Once you’ve reviewed and confirmed the details, click “Request Contract” to proceed with the drafting of the official agreement.