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P a g e
C o n f i d e n t i a l , c a n n o t b e d i s t r i b u t e d t o a n y o n e o u t s i d e H o s p i t a l i t y S o f t n e t
Cvent Information
Cvent is a way to submit inquiries to a hotel, similar to using a hotel website directly, or initiating via phone. Your
assignment sheet will indicate if the shop needs to be initiated via Cvent. You may be asked to use this method of
initiating assignments for a variety of management companies and template formats (not just the SalProInternet template).
The Account User Name will always be the email address of the ID. The password that every shopper will always use, is
cvent2838. An account will already made for the ID you are assigned, and you will know what the log in and password is,
since we will use the same criteria for all accounts. Cheryl Benjamin will provide an Excel spreadsheet listing the Account
User Name and password for each identity using a Cvent account. If you see that an identity is not listed on the
spreadsheet and is to be used for a Cvent initiated inquiry, please let Cheryl know.
PLEASE NOTE: The assignment sheet will indicate if you are to use Cvent or the brand website to initiate. These
instructions are for Cvent.
After logging in to
www.cvent.com,the user can watch the Introduction Video to learn how to use the system. We
recommend everyone new to Cvent view this tutorial.
Creating a Quick RFP (most of our inquiries can use this type)
Log in using the information provided on the Excel spreadsheet from Cheryl
Scroll to the bottom and select "Create New RFP". Shopper will need to fill in
RFP Name
Response Due Date - set this date to be within 24 hours
Decision Date - set this date to be within 7 days
RFP Description
On the same page, the shopper will enter the event dates (we suggest putting in alternate dates too), number of attendees and
the event type
TAKE A SCREEN SHOT
On the next page, the shopper will enter the guest rooms and meeting space needs. We recommend typing the catering
agenda into the paragraph box for the meeting space and include times.
Searching Hotels
After creating the RFP, you will need to Add Suppliers, where you will have an option to enter the hotel's name. Select Add Supplier
to RFP.
Continue to hit Next to get the RFP to send to the selected hotel(s). For sales shops, search only the hotel listed on your
assignment sheet. For intelligence brief assignments, you may search all the hotels listed on your assignment sheet.
Sending the RFP
Hit “Send RFP”. Please go to the Suppliers & Responses page (in the link box on the left side) to ensure that all have been sent.
TAKE A SCREEN SHOT of this page which will list the hotel you sent your RFP to along with the date and time stamp it was sent.
For the Advanced RFP
The format is similar but the shopper is asked for more detailed information like budget, past events, etc. Not all of it is
required but it does help to enter information like a real planner would. It is more time consuming but it creates a more
comprehensive RFP for large groups.
Monitoring Replies
You may receive an email from the hotel to your identity email account. Respond in kind. You may receive a phone call from
the hotel. Respond in kind. OR, you may receive an email from Cvent letting you know that a hotel has responded to your
request. You do not need to respond to that email from Cvent. However please use this date and time stamp in the report
chronology to note when the proposal was received. Please go to the Cvent site, scroll down to the bottom of the home page
and look for Latest Responses. Click on the hotel you are expecting information from to view the proposal. In that screen
where you are viewing the proposal, you will see an option to Send Message. You may use this to respond to the manager
confirming receipt. All times listed in Cvent are in Eastern Time.
Depending on which template you are using, after 24 hours has gone by, please call the hotel in an attempt to reach a
manager and move the process forward. This applies to both sales and intelligence brief assignments unless otherwise
stated on your template/checklist or assignment sheet
. If using the SalProInternet template, please review the guidelines on
that template and checklist as you will not be asked to phone the hotel after 24 hours.
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