Enter a Manual Contract

A Manual Contract is a contracted event that did not go through the Meeting Evolution RFP Sourcing process. This article covers the following steps to enter the contract information:

• Contracted Event Form
• Select Supplier
• Add Supplier Contact
• Create Room Block
• Create Meeting Agenda
• Upload Contract Document
• Add Another Contract to an Event

To create a new confirmed event, select Org Events (top toolbar) and select New Confirmed Event.

If you are adding a contract to an existing event, skip ahead to the Add Another Contract to an Event step instead of creating a duplicate event record.

Contracted Event Form

Complete the required fields of the Contracted Event form:

Required fields are:

1. Date Contract Counter-signed
2. Event Name
3. Number of Attendees
4. Company (client company or internal department/division)
5. Meeting Owner (event requester)
6. Start and End Dates (use the date range for the sleeping rooms or meeting space which may be different from the official event dates)
7. Meeting Planner contact. Additional planners working on this event can be assigned in the Assistant and Shared With fields.

Select Create Event.

Select Supplier

Search for the supplier by name in the Supplier Search field - then select Search for a supplier look-up.

The supplier matches will be shown - use the Select>> button to select the propery and proceed.

Do not use the back arrow or refresh the page on this step. You must use the Select button to proceed. 

Add Supplier Contact

Add the primary contact (usually the sales contact) using the drop down list of existing contacts or by adding a new contact. The email address is required for the hotelier to receive notifications.

Create Room Block

Select Room Block tab and Edit Sleeping Rooms.

In the Sleeping Room Editor, select Add to create a new room type.

Select the Room Type from the drop down list of options.

Then select Add.

Enter the number of rooms contracted for each room type and each night of the room block.

Enter the room rate once on the left side of the grid to auto-fill for each night.

Select Back to Contract Specs when complete - changes are saved automatically.

Create Meeting Agenda

Adding meeting space and room assignments for contracted events is optional. Meeting room agendas can be passed from ME Sourcing into ME Workspace or copied to create future new RFPs.

Select Specs and Meeting Space, then select Edit Meeting Space.

Refer to RFP Checklist - Meeting Agenda for instructions on creating the agenda.

Upload Counter-Signed Contract

Select Documents tab.

Select the file to be included and provide a description, then select Add Attachment.

The counter-signed contract is available for your company's internal reference.

The contracted event can be found in the Org Events -> Active Confirmed Events listing.

Add Another Contract to an Event

If your event has multiple contracts (i.e. multiple hotels or venues), follow these steps to add another contract to an existing event.

Select Org Events (top toolbar) and Active Confirmed Events. Select the Event Name.

Scroll down to the Contracts section of the Confirmed Event page and select Manual RFP.

Complete the Contracted RFP form. The RFP Name and Dates will pre-populate with the Event Name and Dates, update if needed for this contract.

Submit to save.

Return to the Select Supplier step above to proceed.

Complete the remaining steps above for Select Supplier, Create Room Block, Create Meeting Agenda and Upload Contract.