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TEAM Solutions

Answer an RFP

Match the requested rooms to your room types, set quantities and rates, respond to the requested terms, and submit your proposal or decline.

For hotels
  • Sales
Updated

Before you start

  • Your room types are set up on your hotel profile.
  • You are signed in to the right hotel.

Step by step

  1. Step 1: Open the RFP

    RFP Inbox

    Click View RFP & Submit Proposal in the RFP email, or open RFP Inbox and click Respond.

  2. Step 2: Review what is requested

    Event Overview shows the event dates, the hotel stay dates and estimated participants. Read Notes for Hotels, Required Amenities and Fees & Concessions too.

  3. Step 3: Match each requested room type

    Under Room Requirements & Availability, click Select Room on one of your matching room types, then enter a Quantity and a nightly Rate. To set different rooms or rates by night, switch off Same every night. In a row marked No Direct Match, click Offer your (room type) instead.

  4. Step 4: Split or add room types if you want

    Select more than one of your room types to split a requested quantity. Use Additional Room Types to offer inventory that was not requested.

  5. Step 5: Add your contract terms

    Use Contract Terms & Notes for anything beyond the room block that should appear on the contract, such as parking, attrition, staff rates or resort fees.

  6. Step 6: Answer the planner points request

    Leave the Planner Points card as it is to accept the request, propose a different points rate, or tick We cannot offer planner points.

  7. Step 7: Counter any requested term

    Counter Concessions is optional. Leave a field blank to accept the requested term, or enter your own value to counter it.

  8. Step 8: Submit or decline

    Add an optional Message to TEAM Solutions and click Submit Proposal. If you cannot host the event, click Reject RFP, give a reason and click Confirm Rejection.

Rooms and rates by night

Each room type you select starts with Same every night switched on: one Quantity of rooms held every night of the hotel stay dates, at one nightly Rate. Switch it off to enter the rooms and the rate for each night, for example fewer rooms on a shoulder night or a higher rate on a peak night. A night can have no rooms, but at least one night needs a room.

When a requested room type asks for a different number of rooms on different nights, its row says Up to the peak number and lists the rooms asked for on each night.

The Response Status summary adds up the nights into Total Room Nights, Avg. Rooms / Night, Est. Revenue and ADR, so you can check your offer before you submit.

The requested terms

Counter Concessions lists the terms TEAM Solutions requested for this event: Commission Rate, Rebate, Upfront Comp, Comp Room Ratio, Booking Cutoff Date and Cancellation Window. Each field shows what was requested.

  • Leave a field blank to accept the requested term.
  • Enter your own value to counter it.
  • When no cancellation window was requested, the field shows the platform default of 72 hours before check-in.

Planner Points has its own card above Counter Concessions. Submitting without changes accepts the requested points.

After you submit

Your Submitted Proposal lists each requested room type with the rooms you offered for it, then your additional room types. A requested room type you did not answer shows No rooms offered. A room priced by night shows Up to its peak rooms, From its lowest rate, and its nights.

TEAM Solutions reviews your proposal and may accept it or counter. See Counteroffers and revising your proposal.

Common questions

How do I offer fewer rooms or a different rate on some nights?

Switch off Same every night under the room type and enter the rooms and the rate for each night of the stay. Your proposal keeps each night, and so does your contract when it is accepted. A night you cannot host at all can have no rooms.

Can I offer fewer rooms than requested, or split them?

Yes. Offer the quantity you can hold, split a requested room type across several of your room types, or add room types that were not requested under Additional Room Types.

The response due date passed. Can I still respond?

Usually, yes. The due date is a soft deadline: the RFP page shows Past the requested response date but still accepts your proposal until the RFP closes. In RFP Inbox the row shows Respond (late) until then, or use the button in your email. If the page says Submissions are closed for this event, contact support: TEAM Solutions can reopen sourcing.

Do I have to fill in commission, rebate and comp?

No. Counter Concessions is optional. A blank field accepts the requested term, and a value counters it. TEAM Solutions reviews your proposal and may counter back.

Who reads my Contract Terms & Notes?

They go to TEAM Solutions with your proposal, and when your proposal is accepted they carry into your contract. Write them the way you want them to read there.

How do I decline an RFP?

Click Reject RFP, enter a reason and click Confirm Rejection. The reason is required, TEAM Solutions is notified, and a rejection cannot be undone.

Why is Submit Proposal greyed out?

Select at least one room first: click Select Room on a room type, or Offer your (room type) instead in a row marked No Direct Match, and enter a quantity and rate. The line under the button says what to do. If the button reads Submissions Closed, the RFP has closed, so contact support.

I cannot open the RFP. What should I check?

Make sure you are signed in with the email the RFP was sent to and that your hotel is the active organization. The page offers the fix, such as Join or Switch to your hotel.

Read: Join your hotel on TEAM Solutions

Still stuck?

Call or email our support team.

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