HOW TO RESPOND TO AN RFP - Meeting Evolutionrfp.meetingevolution.net/docs/rfp_HOWTO.pdf ·...

RESPONDING TO AN E-RFP

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HOW TO RESPOND TO AN RFP



1. You will receive an email similar to below:

Event: Annual MeetingRFP: Annual MeetingRFP Responses needed by: Tue Aug 3rd, 2010 05:00pm US/Pacific

Company Name: ABC CompanyCompany City, State: Overland Park, Kansas [Usually where the contract will be signed out of]Company Industry: Manufacturing

RFP Number: 4DF2FBE692C8D – Every RFP has a unique IDAttendees: 200 peopleTotal Sleeping Rooms: 100Peak Room Night: 25

Hotel Name1234 Apple StreetNew York, New York 10017United States----------------------------------------------------------------------Click the link below to respond to RFP*** THE LINK BELOW IS ONLY AN EXAMPLE, IT DOES NOT WORK ***http://rfp.companyname.net/a/?po9=zaswIdcwC0xodNq%2FqMLEHXA%P%P

The web link above is specific to the supplier responding to the RFP.Be sure your Organization name is listed above the link.

** NO USERNAME OR PASSWORD REQUIRED TO RESPOND **----------------------------------------------------------------------You DO NOT need a username or password to view or respond to the RFP.

When you click on the link that is specific to your organization you will go to the RFP specificationspage. There is an example screenshot on the next page.



** REQUEST FOR PROPOSAL SPECIFICATIONS **

After you have clicked on the link that is specific to your property, you will see a page similar to below.

This is the RFP Specifications page that will include all the information that you will need to know tocheck availability and respond to the RFP.

At the top of the page it will tell you what organization you are responding to the RFP as.

If this is not your organization then close the web page and go back to the RFP email you received andlook for your organization’s name.

Each link is specific to your organization.

When you are ready to respond to the RFP click on the button labeled

“CLICK HERE TO RESPOND TO THIS RFP”

You will then be taken to the first page in the response process.



** VERIFY CORRECT SUPPLIER **

You will see the following screen below that verifies you are responding as the correct supplier.



** CONTACT INFORMATION **

You will notice in the top right hand corner the steps of responding to the RFP.

At the top of the page it will tell you what organization you are responding to the RFP as.

If this is not your organization than close the page and go back to the RFP email you received and lookfor your organization’s name.

Each link is specific to your organization.

Input your email address in the field with the text “Enter EMail Address for Look Up” then click on“Find Email Address”



** NEVER RESPONDED **

If you have never responded to an RFP in Meeting Evolution before you will see the following form.

This form determines if you respond as more than one supplier.

Click on Continue to move to the form to collect your contact information.

Include your contact information and then click on the button

“Update Your Contact Information”



** SUPPLIER PROFILE **

After you have included your contact information, or you have already responded before, you will seethe Supplier Profile Page.

The system stores the supplier profile information so the next time you or someone at your organizationresponds all the information will be filled in so you don’t have to spend time completing the profileevery time you respond to an RFP.

** BE AS COMPLETE AS POSSIBLE, ANY MISSING INFORMATION COULD DELAY YOURRESPONSE GETTING TO THE CLIENT **

** The Supplier Profile information is generic information about your organization not specific to theRFP you are responding to. **

Below is an example Supplier Profile.

When you get to the bottom of the form, click on “Submit” to move to the Availability page.



** AVAILABILITY **

After you have completed/updated your organization profile, you will have the opportunity to respondwith availability.

When you first come to the availability page you will see the following.

** NOT AVAILABLE **

If your organization does not have availability for the RFP, please include the reason in the box andclick “Submit”. You will be sent to a Thank You page and you will receive an email confirming wehave received your response.



** YOU HAVE AVAILABILITY **

If you do have availability you will want to answer “Do you have availability?” = “Yes”.

When you select “Yes” in the drop down the form will then change to display the following:

Be sure to put a check in the checkbox for sleeping rooms and meeting space availability. You will havethe ability to respond to each date being requested.

You can include comments about the specific date on the right hand side. You can include anycomments about the meeting space in the meeting space area.

When you are done click on “Submit”



** RFP QUESTIONS **

You may have to answer questions on the RFP. If you see questions on the RFP, this means the meetingplanner is requiring more information for your organization to be considered for the event.

An example of questions is below.

Click on “Submit” to go to the next page.



**ATTACHMENTS**

If you have any additional attachments that you want to include with your response, this is where youinclude them.

Include a description about the attachment, in the text field. Click on “Browse” to find yourattachments. Click on “Add Attachment” to save the attachment. You can add up to 3 attachments.

Then click on “Continue” to view your response.



** SUMMARY REVIEW **

You can review your response and edit each section individually by clicking on the buttons on the lefthand side. An example button for editing the Availability section is below.

Be sure to click on “SUBMIT YOUR RESPONSE” when you are satisfied with your response.

After you have clicked on “SUBMIT YOUR RESPONSE” you will see a Thank You page.



** THANK YOU PAGE **

You will receive an email confirming receipt of your response.

You will also receive another email that will include login information so you can edit, print, review,etc… your responses.

!!CONGRATULATIONS!!

You have successfully responded to an RFP.



** Frequently Asked Questions **

Question: Do I need a username/password to login to respond to an RFP?

Answer: No. You do not need a username/password to review or respond to an RFP. You should havereceived an email that included a link that was specific to your organization. Example below:

Hotel Name1234 Apple StreetNew York, New York 10017United States----------------------------------------------------------------------Click the link below to respond to RFP*** THE LINK BELOW IS ONLY AN EXAMPLE, IT DOES NOT WORK ***http://rfp.companyname.net/a/?po9=zaswIdcwC0xodNq%2FqMLEHXA%P%P

Question: How can I print my RFP response?

Answer: On the Review and Thank You page you have the opportunity to print your response. Youalso should have received an email that included a username/password to log back into the system tomanage your responses.

Question: How can I edit my RFP responses?

Answer: When you responded to the RFP you should have received an email that included ausername/password to log into the system at http://supplier.meetingevolution.net.

Question: I forgot my password?

Answer: If you go to http://supplier.meetingevolution.net and click on “forgot password”. Thesystem will reset your password and send you an email with your new password.

COMMISSIONABLE RATES – Meeting Evolution DOES NOT charge or receive acommission for any RFP going through our system. If the Room Rate being requested needs to becommissionable, that means the company that is using Meeting Evolution receives thecommission on the room rate not Meeting Evolution.

Date post:	19-Mar-2018
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HOW TO RESPOND TO AN RFP - Meeting Evolutionrfp.meetingevolution.net/docs/rfp_HOWTO.pdf ·...

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