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For planners

Proposals and calls

Compare what each venue offered, chase the quiet ones, negotiate, and award.

Once your RFP is out, venues reply with proposals. This is where you read them, compare them in dollars, follow up with venues that have gone quiet, and award the one you choose.

Ask a question Counter the offer Ready Venues reply with proposals Compare side by side in dollars Before you award Award stays open while the venue answers Award is held until the venue answers Award the venue Venue is told it won, otherstold booked elsewhere Accept and countersign the contract

Reviewing proposals

The proposal review compares what each venue offered side by side: price, terms, and how each one meets your requirements. The comparison marks matches and gaps against your brief, so a proposal that falls short on one field does not read as a flat no.

  • Read each venue’s full answer, then pick one to award.
  • A venue that has not replied shows as “No proposal” rather than a blank, and the page tells you how many are still due or past due.

Following up with venues

The outreach view shows every venue the RFP went to and where each one stands: not sent, awaiting reply, replied, declined, or awarded. For a venue that has gone silent, you can send a reminder, which re-sends the lead link with a note that you are waiting. One reminder goes out per venue every 48 hours.

Other follow-ups live here too: asking a venue to reopen a hold that lapsed, or asking a venue that declined to quote the other dates it offered.

Negotiating and awarding

Awarding a venue is accepting its standing offer. Before you award, you can:

  • Ask a question, which leaves the award open while the venue answers in your conversation.
  • Counter the offer, which holds the award until the venue answers your counter.

When you are ready, award the venue. It is told it won, and this cannot be undone. The other venues that were in the running are told the event was booked elsewhere.

Signing the contract

After the award, you accept the contract on the event page. The venue is then asked to countersign, and the contract is signed once it does. The event page stays the record for the whole booking.