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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
Standard Operating Procedures
Internet Lead Pro Points Report Templates
MANAGEMENT CO.
ALL (If they do not have a customized Internet checklist such as
Starwood)
TENTATIVE CLOSE OUT
DATE
The tentative close out date is 5 business days from the time the inquiry is submitted. If Manager
had additional questions before confirming availability or if original dates were not available and
new dates had to be established, then time evaluation begins from the time the requested
information was provided or from the time the alternate dates were offered.
Saturdays, Sundays, and Major Holidays are not included in timing.
The tentative 5 business day close out will be used regardless of the close out parameters for a
particular management company.
SPECIAL NOTES
CONSENTS:
Please request consent for the sales/catering manager that actually assists you with the
inquiry. If all is handled via email, there is no need to submit an audio, however please send a
consent request for all inquires once you have the manager's name so we can keep track in our
system of who is shopping whom.
Please also MAKE A SCREEN SHOT of the RFP form that you have completed OR COPY/PASTE the
form into another document BEFORE you hit “SEND”/”SUBMIT”. Please KEEP this file with the
report and audio as verification that your inquiry was submitted.
Using the Email Trail Blank for Shop Calls form, please copy and paste all emails to this form and
submit with the final report. This will include the initial RFP screen shot and all other emails sent
and received by you. You will not need to send proposals, menus, agreements or contracts in with
the final report unless specifically requested on the assignment sheet. Please save for 90 days as
with all shops.
Once you have submitted your inquiry, please WAIT 4 business days, 96 HOURS. If you do NOT
receive a response, then please contact the hotel using the same method used the first time (cvent
or hotel website or email). If 24 hours passes without a reply to the second attempt, please close
out the report and rate questions as No or N/A. Please ensure you have documentation of the
interactions.
You are not required to CALL the hotel if a response is received via email to your initial online
inquiry. You may continue the process via email following the manager's lead. If Manager contacts
you via phone during the course of the inquiry, please respond via phone.
Chronology
Please be sure you clearly distinguish the interactions between a brand auto-response and an
electronic response from anyone working at the hotel.
Include ALL electronic messages AND interactions in the chronology, especially the date and time
you submitted the inquiry (either via the BRAND WEBSITE OR EMAIL or CVENT).
Qualification
If you gave the qualification information in your RFP, then rate the questions as N/A. However, if
the manager ASKS these questions verbally or via email, then the manager will receive a YES rating
for those questions.