How do I compare hotel proposals and negotiate the contract?

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No two hotels lay out a proposal the same way, so Venue puts them side by side. It also drafts your RFP and helps you negotiate the contract.

Compare proposals

  1. Click Venue, then Proposal Analysis.
  2. Upload at least two proposals, up to ten. PDF, Word, PowerPoint and CSV files all work. You don’t need an RFP first.
  3. Label each file with its hotel.
  4. Click Analyze (the button shows the count, like “Analyze 3 proposals”).

You get a side-by-side comparison and a short note on which hotel comes out ahead and why. The note can get details wrong, so check the key numbers against the proposals before you decide. If you add a proposal later, click Re-run comparison.

Write an RFP

An RFP (request for proposal) is the document you send hotels to ask for their best offer.

  1. Click RFP Builder.
  2. Upload your event brief, your own summary of the event (PDF or Word). Aletheia fills in the form from it. If you don’t have a brief, type the details yourself.
  3. Make sure the required fields are filled in: event name, event type, destination cities, attendance and date ranges.

The Slide Deck tab turns your RFP into a slide deck you can download. The Outreach tab drafts emails to hotels, and you send them from your own email.

Negotiate the contract

  1. Click Contract Analysis and upload the hotel’s contract.
  2. Aletheia suggests changes to ask for, with the most important marked Must-Have. Click Include or Drop on each one.
  3. Click Generate response memo. The memo downloads, and you send it to the hotel yourself.

When the hotel sends back a revised contract, click Upload revised contract to check it against your requests.