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Responding to a request

Confirm availability, quote your rooms and space, or decline, all in one place.

When a lead reaches one of your venues, you answer each part of what the planner asked. Your answer goes straight to the planner. You respond per venue, so a multi-venue lead is answered one venue at a time.

Answering availability

For each requested service, guest rooms and meeting space, you choose one of:

  • Confirm. A firm offer.
  • First-option hold. You keep the space for this planner until a date you set.
  • Unavailable. You cannot offer it. Pick a reason, and if you can do other dates, say so in your message.

Confirmed or held rooms need a group rate, stated per room-night, room only and before tax. One service can be unavailable while you still bid on the rest.

Building your quote

Your quote covers what you are offering:

  • Rooms you offer by night, against what the planner asked. MeetingWorks flags a night that runs short of the ask or reaches your hotel’s inventory.
  • Meeting space, with your main room, its capacity, and breakout rooms. It notes when a room seats fewer than the planner asked for.
  • Terms, such as an F&B minimum, attrition, concessions, a hold-until date, and a reservation cutoff.

MeetingWorks warns you, but never blocks you, if your rate falls below a minimum you set or over the planner’s stated budget. You can still send it.

Declining

If a venue cannot take the lead, decline it and pick a reason, which the planner sees. A decline is sent once, and you can still message the planner afterward. Anything more, such as dates you could do instead, goes in your note.

After you answer

  • Update your response at any time while the lead is open, and it replaces what the planner sees.
  • Withdraw a response you can no longer honor. The planner stops seeing the quote, and that venue cannot answer the lead again.
  • Message the planner with questions about the lead. Messages are for questions and do not count as your quote.

Automatic answers

If you have turned on an auto-answer rule, such as auto-confirming open dates at or above your rate floor, it can answer a lead for you. You can always undo an automatic answer and reply yourself.