How can I send an RFP through Launchpad?

On your Launchpad Dashboard, click RFPs on the left menu.

1. Click Create RFP > New RFP.
2. You can copy an existing RFP if you only need to change the dates or make minor changes, or duplicate an RFP.

What information do I need to provide for a Group RFP?

• RFP Name:

        This is your chosen name to locate the event internally.

        Do not use the event name, as the hotel will have visibility on this.

• Event Name:

        This is the exact event name you are working on.

        This will not be visible to the hotel.

• Venue:

        Provide the name of the venue hosting the event.

• Room Goal:

        Add the total number of rooms you aim to book.

• Hotel Goal:

        Add the total number of hotels you aim to sign.

• Estimated Attendees:

        Include the number of attendees (optional).

• Event Address:

        Provide the full address of the event venue.

Here are some other details that you might find helpful!

• Can I add a banner image?

        Yes, you have the option to add a banner image. This will be visible to the hotel.

• What email settings should I configure?

        Ensure Email Reply to is your email address.

        You can also CC another email address on all responses.

• How do I set the event dates?

        Check-In and Check-Out Dates:

        Enter the exact dates you are inquiring about.

• Response Due Date:

        Ideally set this to around 3 days after sending the RFP.

        Example: If sending the RFP on a Thursday, set the Response Due Date for Monday.

• Decision Date:

        Set this to around 3 days after the Response Due Date.

        Example: If the Response Due Date is Monday, set the Decision Date for Thursday.

• Bid Expiration Date:

        Enter the final date you are willing to receive bids.

• How do I configure room types and concessions?

        Rooms:

        The default is "King / Double Queens." You can edit names to request specific types     

        Use Bulk Edit to set room amounts for specific dates. 

        These changes will auto-transfer to "Room Amount" but can be adjusted daily.

• Concessions:

        Alter concessions based on your needs.

        Lock any concessions you cannot proceed without to ensure hotels are aware.

• What do I do after filling in the RFP details?

        Click Save and Select Hotels.

        The venue address should auto-populate.

        Adjust the distance and filter settings based on the number of hotels in the area.

• How do I add and send RFPs to hotels?

        Manually select hotels or click Select All.

        Click Assign to [RFP Name].

        The hotels will be added to your RFP.

        Navigate to Newly Added Hotels and click Send to distribute the RFP to the hotels.