Consultant Activity
Beginning of day to-do overview
Home screen > Enquiry & Booking Summary (New Enquiries & Provisionals Expiring)
Home screen > Client Activities
Home screen > Online Venue Enquiry Responses
Company Inbox > any new Web Enquiries & New Portal Registrations?
Reviewing all of the above will enable you to put a plan in place for the day and set your priorities
Enquiry Loading
Create Enquiry
Use History to email acknowledgement of enquiry to the client
Adjust SLA Response Deadline if necessary
Consider adding a Total Budget figure to guide the venue when responding
Use Enquiry Only Notes rather than Notes for Client & Venue
Load a Conference Room with timings & equipment
Add some enquiry specific to the Questions tab if necessary
Add venues and remove DDR or Residential delegate requests as necessary
Use copy to all & add as default ALWAYS
Supplementary Information - use correctly for relevant information, and think about what the client proposal will look like. Statements with Y/N answers etc.
Charges - add using dropdown options and use copy to default charges ALWAYS
Before sending click Preview RfP against one of the options to review what the venue will see
Enquiry Responses
Review & tidy venue responses, check your spelling, Dates Available format & ensure all requirements have been met then tick the Reviewed box
Review venues that have declined & tick Inc in other venues considered? If you’d like your client to see you’ve tried that venue
Use the Re-communicate with Venues button if you require further information from one or more of the venues
On occasions, you may need to call a venue and complete the information manually, remember to change Option Status
Creating a Proposal
Once the Enquiry has been converted be sure to complete the mandated fields - Booking Guarantee and Basis
Review the Billing Method and Billing Notes and amend if necessary
Press SAVE
Go to Outbox and open the Client Proposal you just created. If you have 2 screens have it sitting alongside the Options tab of the booking. Now review the proposal and make any amendments in each venue in the Options tab as you go - this can include opening the Proposal Images box to change the images (if you do this, always load the full 6 images), opening the Venue Option Detail box to adjusting the venue description, On/Off-site facilities, any typo’s etc
Once you have made any changes Reject the Client Proposal and press save in the booking to re-generate the edited one - check it again from the Outbox
To send the Client Proposal click Approve & Email and either load a Message Template or write a freehand message. Please ensure you also send the Venue Options at the same time by ticking the Approve & send all other documents for this document version? i.e send all. Now press Send
Go to History & Activities on the General screen and set an activity for you or a colleague to follow up with the client.
Releasing & Confirming Options
If a venue is no longer required to be held, click the Release button against the option in the Options tab and then select from the dropdown that pops up the reason why, this will generate a release document for the venue
When confirming an option, navigate to the venue option and call the venue first to reiterate your requirements and double-check the Accounts Email address (change now if need be). Then click the Confirm button and when the pop up appears select Confirm with Activity which will enable you to set a post / pre-event call, contract check reminder etc at the same time
Outbox - open the Confirm Client document, review and send it. Remember to send the Venue Confirmation at the same time including the release documents for the venues no longer required