FAQ Overview

Hoteliers

"Responses" Section

Responses to eRFIs you've submitted or partially completed:

  1. Click the "ProjectID & Version" to access the meeting specs (RFP) and for the eRFI Response Form;
  2. Click ProjectID to see your latest eRFI submissions (Column 3)
  3. Click Meeting Name to revise a bid or to submit another eRFI Response for multiple hotels;
  4. Click on the pdf or Excel icon to see your latest eRFI in that format (PDF only available to Upgraded Hotels)

Grid Key / Legend

  1. Active & Submitted - An eRFI has been submitted and you can still make changes until the Hotel Response Date;
  2. Active & Not Submitted – An eRFI has NOT been submitted yet. It's still active and you can respond up until the Hotel Response Date expires;
  3. Inactive & Submitted – An eRFI was submitted and you can no longer submit revisions;
  4. Inactive & Not Submitted - You did NOT respond to this lead and response date has passed. You can email the client to request they Extend the Hotel Response Date so you can still respond;

 

Author: SYM Admin
Last update: 11-27-2017 01:33


What if my hotel isn't on the list?

If you don't see your hotel listed:

  1. When Registering for the first time:
    • Always make sure to "Look up yours" first. You can type the hotel name or city to find the hotel. If you cannot find it then click "Click here to add it now" (See screen shot below).
  2. When logged into the Application on the "MyHotels" tab:
    • Enter it in the "Enter Your Hotel Name and City" field and click the + sign next to the hotel you want to add. The Admin(s) of that hotel will be notified, but that won't hold up your ability to respond on behalf of that hotel.

 

Author: SYM Admin
Last update: 05-11-2018 20:11


Home (Dashboard)

Click the "eRFI Link" received from the planner now, to respond to the Lead.

  • "Leads/Opportunities" - to bid on a meeting for the first time (Oppportunities only appear when you you click an "eRFI Link" sent to you by a planner for that meeting);
  • "Responses" - view eRFIs you've submitted or that are partially completed;
  • "Manage Hotel Users" - change the status of a user or disable sales contacts no longer associated with your hotel;
  • Below are the Admin(s) as well as any other sales contacts associated with each hotel;
  • "Promote Your Hotel(s)" - Admins of a Hotel account can Upgrade (or Renew). Upgrade now to promote your hotel to the planners. Extra touches make all the difference; photos, video and useful information for the planner brings you and your hotel to life. Upgrading profides you with enhancements to increase the likelihood you will win the business. Contact your Hotel Admin to request an upgrade (Click here to see the benefits of an Upgraded account).

Attract more business by upgrading your account. Bring your hotel to life with photos, meeting space details, attachements, video, and tools, that will appear directly on the planners availability report. Doing so also enables the eRFI Autofill functionality saving you valuable time. Click the Hotel Admin below to email a request for an upgrade. ALL Users associated with the account that was upgraded get access to all the upgrade enhacements.

Author: SYM Admin
Last update: 11-27-2017 01:37


What should I do with the Excel version of the eRFI submission (Excel Tips)?

The Excel option allows you to import your responses into your sales system or CRM. Of course you can always print the pdf version as well.

 Below are a few easy key strokes using the Excel "Transpose" function if you prefer to print the Excel version with the columns as rows, basically "turning the data on its side". This will be an ah-ha moment for many of you who use Excel as you will use it all the time now that you've learned it.

 Open the Excel Document

  1. Simultaneously press the "CTRL"+"" keys to select all the data in that worksheet
  2. Press CTRL+C (Which copies the data to the clipboard)
  3. Click “+” at the bottom of the Worksheet to create a new tab (aka. New Sheet)
  4. Click the top left empty cell (Cell A1)
  5. Right click and select the Paste Special "Transpose" option (or choose it from the "Paste" pull down Menu)
  6. Click the top left cell (A1) to deselect all but that cell.

 

More Excel Formatting Tips:

 Double click on Line between A and B columns to widen column A to the widest text in that column.

  1. Select the columns to the right of column A that contain data (Columns B, C, D)
    1. Click and drag column between Column B & C and drag until you like the width of all the columns
    2. Click Center icon to Center the Data
  2. If you want more text to display in the "Tell the planner more", Benefit 1, Benefit 2, Concessions, Global Comments
    1. Highlight the rows and right click
    2. Format Cells, Alignment Tab, Wrap Text

 

Author: SYM Admin
Last update: 05-16-2018 15:02


DRAFT: Admin Questions

This entry is in revision and can not be displayed.

Author: SYM Admin
Last update: 05-16-2018 14:57


DRAFT: How do I remove a user from my Hotel when they leave the hotel?

This entry is in revision and can not be displayed.

Author: SYM Admin
Last update: 05-17-2018 20:15


Follow up on bids I submitted

Please understand the a planner needs time after the Hotel Response Date to assess the responses so calling them the day they are due will frustrate them. Note that the meeting planner can use their Communications report in their SourceYourMeeting.com portal to send you updates, changes or decisions;

Author: SYM Admin
Last update: 05-02-2018 18:43


Important Instructions & Tips For Hoteliers and CVB Reps

Below are important instructions and tips so you get the most out of your SourceYourMeeting.com account:

  1. Snack Size Video Tutorials: Check out our quick tutorials for an overview of SourceYourMeeting.com and to learn how to create your account and respond to your first eRFI.

  2. An "eRFI Link" is unique to a meeting. All hotels use the same "eRFI Link" to bid on the same meeting.
  3. Every user of SourceYourMeeting.com must create and use their own account.
  4. Never forward your user name or password to another user! You can forward an "eRFI Link" or have a co-worker go to Hotel.SourceYourMeeting.com to create their own user account.
  5. ALL hotel responses must be on the eRFI Response Form and submitted by the "Hotel Response Date" or they cannot be accepted (The planner cannot accept emailed responses). (You can offer Alternate Dates and turn down the business on the eRFI Form).
    1. This ensures all the responses for the planner are in one place, saving them hours of cutting and pasting;
    2. If the hotel does not respond on the eRFI Response Form they will not appear on the report the planner shares with their client, boss, committee or other stakeholders;
    3. If the hotel wants to respond after the Hotel Response Date expires they need to have the meeting planner "Extend the Hotel Response Date" in their portal to re-enable the response form;
    4. Please indicate referres (CVB, NSO, etc) on the eRFI Form so they receive notification you've submitted your eRFI.
  6. Turn-down the business: Hoteliers complete the mandatory fields on the eRFI Form and select "Turn Down" on the eRFI. Regardless of whether you have availability always be sure to respond on the eRFI Form so Planners know you care.
    1. If you do not respond on the eRFI Response Form you are left off reports the planner uses when considering future bookings (not to mention that even a No response gets marketing value by presenting the hotel to a client for future consideration);
    2. When you turn business down we encourage hotels to propose alternate dates on the eRFI Response Form. We help our planner users understand the value of considering alternate dates so it increases the chance that your hotel(s) could win the business;
    3. Representative responding on behalf of one or multiple hotels (Ex. A regional rep, sales assistant or lead catcher completing the form on behalf of a local or on-property sales person always logs into Hotel.SourceYourMeeting.com as themselves using their own email address. Once you are into your own account  go to "My Hotels" to add more hotesl to your account so you can submit an eRFI for multiple hotels for the same meeting. You also will be able to identity the sales person you are responding on behalf of on the eRFI Response Form.

Additional Info:

  1. Click an "eRFI Link" from a planner to link a Lead to your account, view the meeting specs, and respond on the eRFI Response Form;
  2. "Leads/Opportunities" shows all the Leads linked to your account;
  3. "Responses" is where submitted or partially completed eRFIs are displayed;
  4. eRFIs submitted for a hotel are viewable by all hotel Users associated with that hotel;
  5. Don't over think it, there are "Click for Instructions" buttons on every page that give you short targeted tips related to what you will need to do on that page.

Understand the difference between Admin Users and other Users:

  1. Upgraded Accounts gain more exposure to planners and to functionality to increase sales effectiveness.
  2. Admins can Upgrade their Hotel/CVB account (Email us to get volume discount for upgrading multiple hotels);
  3. Admins with an Upgraded account can build a "Promote Your Hotel" (Hoteliers) or "Promote Your City" (CVBs) that brings your hotel and city to life and makes it easy for Planners to view key Group related sales content;
  4. When you upgrade a Hotel/CVB account, All Users for that Hotel/CVB are upgraded simultaneously;
  5. The first user to log in for a hotel or CVB is the "Admin" for that hotel or CVB;
  6. Admins can assign additional Admins within "Manage Hotel Users". (There can be multiple Admins for each Hotel);
  7. Admins receive notifications when a User registers to submit eRFIs on behalf of their hotel;
  8. Admins can activate or deactive User accounts for their hotel or CVB;

Author: SYM Admin
Last update: 05-28-2018 00:59


The value of SourceYourMeeting.com to you and your hotels

A.      Why does SourceYourMeeting.com resonate with hoteliers:

  • Our eRFI Response Form takes just minutes to complete (unlike eRFP sites which can take over an hour to respond). Our eRFI is consistent, pre-populates redundant information, and requires only key information that a planner needs to get to the short-list;
  • We DO NOT add to the distribution channel costs for the hotels because we aren’t paid commissions or transaction fees;
  • Planners who use SourceYourMeeting.com have easy to use tools that allow them to keep you in the loop regarding changes or decisions that are made;

‎

B.      How does SourceYourMeeting.com benefit you, the CVB/DMO and NSO?

  1. We promote our Users utilizing the valuable resources of a CVB/DMO & NSO;
  2. We promote that our Users distribute their Meeting Resume to you first. We feel that you are a valuable resource for eliminating the Lead-SPAM issues hotels are experiencing;
  3. Our Users are provided with a Meeting Resume Template to help ensure the specs you get are complete and clear. (See a sample);
  4. Bidding on a planners Meeting Resume doesn’t cost you or your hotels anything;
  5. Check out this 1-Minute Intro at SourceYourMeeting.com/IntroVideo.php
  6. SYM hosts webcasts for you, our CVB and Hotel NSO Contacts, to provide you guidance and with usability tips at no cost (See SourceYourMeeting.com)

 

C.      What is the value proposition to a Meeting Planners and their organization?

  • One of the key differentiators for SourceYourMeeting.com is that our Users can still work with their valued CVB & NSO reps and we promote you as the preferred work-flow;
  • Planners get an easy to learn application that provides an instant online hotel response comparison grid with 1-click export to Excel, reducing email clutter and hours of cutting and pasting associated with creating reports for their stakeholders. It takes less than 30 minutes to learn how to use and it's an Ad-free portal so there are no distractions. It takes less than 5 minutes to you the lead;
  • The SourceYourMeeting.com eRFI Response Form allows hoteliers to respond quicker;
  • Most companies looking to become more efficient. SourceYourMeeting.com is an easy to use portal to manage the RFP process for all their meetings that costs just a few dollars per meeting. An organization subscribes for as low as $399/year and their entire team can use the application at no additional cost;
  • They can share their results with their co-workers. The entire team can use the same portal so all meeting procurement data is kept in one place (And if they use a third-party for one or more of their meetings they can have that third party use the application as well). This ensures that if they have staff or consultant turnover in their department they don't lose the data and work that had been done;
  • Easy to communicate status updates and decisions with you, their valued suppliers;
  • We provide them with a Meeting Resume Template to improve the communication of their needs and expectations to you. (See a sample);
  • Any hotel in the world can bid, at no cost to them;
  • com does imposed algorithms to display results based on how much a hotel pays in advertising or positioning. Therefore, planners can trust that the data that is displaying is verbatim from the hotels and they control the sorts and filtering;

Author: SYM Admin
Last update: 05-02-2018 18:44


SourceYourMeeting.com Announces Upgraded Platform for Hotels, CVBs, and NSOs.

About SourceYourMeeting.com (SYM):
SouceYourMeeting.com launched the first eRFI Response Form in 1997 which revolutionized the RFP process for hoteliers as well as Meeting Professionals. We reduced hotel response rates to under 8 minutes and provided significant business process efficiencies to the meetings industry.

In 2010 SYM launched a new SaaS based platform and has continued to modernize the industry, choosing to avoid the path of other products that require you to make a choice between their system and your relationships. SourceYourMeeting.com promotes you working with the consultative relationships and experts at any hotel, Convention & Visitors Bureau (CVB) or Hotel National/Global Sales Office (NSO/GSO).

Register for free at https://Hotel.SourceYourMeeting.com

Announcement:

On May 02, 2018 SourceYourMeeting.com released an upgraded Hotelier and CVB platform providing incredible control and opportunities for hoteliers and CVB Reps  to provide meeting professionals with the information they need to make informed decisions.

Here are just some of the enhancements (Click Hotel.SourceYourMeeting.com to compare account options):

  1. Hotels Bid for FREE - Hotels still Bid for Free (No Commission paid to SYM) with the added option to Upgrade their account for additional functionality;
  2. NEW eRFI Response Form - allowing hoteliers to respond even faster! Hoteliers can save their work as they go, format content, and can even update previously submitted responses (versioning). They can also now view/save/print their eRFI response in PDF format;
  3. NEW Hotelier Portal - makes hoteliers more efficient! Share eRFI responses with colleagues, link the eRFI to their own hotel systems to eliminate duplicate data entry. Upgrade their hotel(s) account to bring their hotel to life by providing planners with one-click access to meeting services, photos, videos, an interactive Google Map of the property, and more. NSO reps can work more closely with their hotels as well;
    • Unlimited Users – When  hotels upgrade their account, all their hotel users are Upgraded simultaneously for one low annual fee;
    • Autofill – When Hoteliers respond on the eRFI their Hotel information will one-click autofill. And we've made it even easier to ensure you NSOs and CVB Reps are notified of your response as well;
    • Unlimited Reports – You can now view or print reports for any project you’ve worked on all from one location;
    • Printable PDF Reports – Now you can print copies of the eRFI Responses or save them to your own system in pdf format;
  4. NEW NSO & CVB Portals - CVB & NSO Reps can now see all their active and archived projects, eliminating the need to comb through emails. They can manage all their leads, work more efficiently, and provide planners with key destination information to compel them to select their city;
    • Response Tracking - Easily see which of your hotels have responded to RFPs in a sortable onscreen display saving CVBs and NSOs valuable follow-up time;
    • Unlimited Users – All your users at the NSO & CVB are upgraded for the one low annual fee;
  5. Upgraded Planner Reports – Planner Users now have 1-click access to hotel meeting services, photos, videos, an interactive Google Map of the hotel, city, and more right from their their availability reports (Only Upgraded Hotel Accounts display).
  6. Unlimited Email Support – Our upgraded Ticketing system provides enhanced speed and improved personal attention to any question or issue you have. We even offer tips;
  7. Upgraded Knowledgebase and Service Request Help Desk:
  • Once you log in you can upgrade your Hotel(s) or CVB. Please contact us for volume upgrades of multiple hotel(s) simultaneously.

Snack Size Video Tutorials:  Check out our quick tutorials for an overview of SourceYourMeeting.com and to learn how to create your account and respond to your first eRFI.

VERY IMPORTANT: Never forward your user name or password to another user! You can forward and "eRFI Link" or have a co-worker go to Hotel.SourceYourMeeting.com to create and use their own user account. Every user of SourceYourMeeting.com must create and user their own account. (Important Tips)

Author: SYM Admin
Last update: 07-30-2018 19:12


Upgrade Your Hotel(s) to Increase exposure to planners and close more business

Promote Your Hotel(s) - Admins of a Hotel account can Upgrade (or Renew) to Promote your hotel to planners. Extra touches make all the difference;  photos, video, meeting space diagrams, and useful Group related information for the planner brings you and your hotel to life. It will then be one-click accessible to the meeting planners on their reports. Upgrading provides you with enhancements to increase the likelihood you will win the business. Contact your Hotel Admin to request an upgrade (You can identify the Admin for your hotel on your Home page once you log in at Hotel.SourceYourMeeting.com.

  1. Click to see the benefits of upgrading, or visit your "Why Upgrade" page after you login.
  2. Click Here to see a SAMPLE Published Promote Your Hotel page.

How to Upgrade Your Hotel:

  • Hotel Admin: Click "Promote Your Hotel" (left Nav bar) and complete the web page template with the information Planners need. This info will be linked to Meeting Planner reports about your hotel.
  • Note: Since your marketing staff might have more experience with the hotel branding requirements some hotels have had their Marketing Manager create their own "Hotelier" account at Hotel.SourceYourMeeting.com. Once the Marketing Manager has a Hotelier account the current Hotel Admin navigates to their "Manage My Users" page to upgrades the Marketing Manager to also be an Admin . This enables the marketing person to create and design the "Promote Your Hotel" page.
  • NOT the Hotel Admin? Contact your hotel's SourceYourMeeting.com Admin User and ask them to Upgrade from the Home page in your account and provide them with these instructions. 

To publish your site have the Admin complete the "Promote Your Hotel" Template from within their account. Here is a summary of each section:

  1. Hotel section:
    • Sell to the Planner in the Hotel section – tell the planner why they should select your hotel for their meetings;
    • Describe what differentiates your hotel from others;
    • Use bullets and concise statements to describe your hotel;
    • Include links to your hotel’s website and Group related pages.
  2. Documents section: Upload documents that would best promote your property to the Planner, e.g., Catering Menus, Meeting Room Layouts/Diagrams, A/V Lists, etc.
    1. Choose Documents to Upload… to select the photo from your directory;
    2. Enter the user friendly Title of the document in the Document Title field (This is what will display to the planner);
    3. Click Upload;
    4. Add additional documents the same way.
  3. Gallery section: Upload photos of your property so the Planner can view key aspects of the Hotel, e.g. Front Façade, Photos of room types, Reception, Main Ballroom, Grounds, Recommended Area Attractions, etc.
    1. Click "Choose Photo to Upload"… to select the photo from your directory;
    2. Enter the user friendly title of the photo in the Familiar Photo Caption field;
    3. Click Upload;
    4. Add additional photos the same way 
  4. Meeting Services section: Create a description (Service Title) for each service grouping your hotel can offer the planner and meeting attendees, e.g.
    1. Meeting Rooms: provide name, sq ft, room configurations;
    2. Transportation Options;
    3. Vendors: A/V, Photographers, Transportation Providers, etc.
    4. Restaurants: on-property and/or off-property;
    5. Under each Service Title, describe the service and sell the service to the planner. Be creative - use eye-catching fonts, cut/paste links to services on your website, describe how your service is different/better than other hotels, etc.
  5.  Locator Map section: Click the Location Map Button and enter your hotel address to include a detailed Google map of the property location;
  6.  Upgrade Hotel section: Click "Upgrade Now" to Publish it for the Meeting Planners to see. Complete the preferred payment option (credit card or check) and required information to publish;
  7. Publish your "Promote Your Hotel" page section: Click the "What Planners See" link (URK) on the Hotel Page of your Promote Your Hotel Template to see what the Planners will view on your page. It can be useful to have this page open on a separate window while you are designing your page to you can regularly refresh the page and see what your edits look like;
  8. AutoFill section: Review/Complete the fields shown as these will AutoFill on each eRFI response form, when your hotel has an Upgraded Account with SourceYourMeeting.com, saving you lots of time;
  9. Additional Benefits of an Upgraded Account:
    • PDF of eRFI Form: As an Upgraded Hotel Account User, you can download a PDF of your eRFI Response Form for presentation or to share with your colleagues/clients.

Upgrade Now and Start Promoting Your Property to All SourceYourMeeting.com Planners!

Author: SYM Admin
Last update: 05-31-2018 15:52


Upgrade Your City to Increase exposure to planners and close more business

Promote Your City - Admins of a CVB account can Upgrade (or renew) to Promote Your City to all SourceYourmeeting.com planners. Extra touches make all the difference; photos, video, convention center space diagrams, hotel quantity and specs, and additional useful information for the planner brings you and your city to life. It will then also be one-click accessible to the meeting planners on their reports. Upgrading provides you with enhancements to increase the likelihood your city and hotels will win the business. Contact the Admin of your SourceYourMeeting.com account to request an upgrade (You can identify the Admin for your CVB on your Home page once you log in at https://Hotel.SourceYourMeeting.com.

  1. Already logged in to your SouceYourMeeting.com? Click here to see the benefits of Upgrading Your City
  2. Not logged in: Click here to see the benefits;
  3. Click Here to see a SAMPLE Published Promote Your City page.

How to Upgrade Your Account to Promote Your City:

  • CVB Admin: Click "Promote Your City" (left Nav bar) and complete the web page template with the information Planners need. This info will be linked to Meeting Planner reports as "About Your City".
  • NOT the CVB Admin: Contact your CVB admin and ask them to Upgrade using these instructions. 

Complete the Promote Your City Template (Admins Only). Click the button to  summarize the benefits your city can bring to the planner.

  1.  Why Choose Our City section:
    • Sell to the Planner in the Why Our City section – why they should choose your hotel;
    • Describe what differentiates your city from others;
    • Use bullets and concise statements to describe your city;
    • Include links to your CVB’s website and pages.
  2. Documents section: Upload documents that would best promote your property to the Planner, e.g., Convention Center Meeting Room Layouts, Things To Do, etc.
    1. Choose Documents to Upload… to select the document from your directory;
    2. Enter the user friendly Title of the document in the Document Title field;
    3. Click Upload;
    4. Add additional documents attached the same way.
  3. Gallery section: Upload photos of your city, convention center, hotel facades, restaurants, etc., so the Planner can view key aspects of the city.
    1. Click Choose Photo to Upload… to select the photo from your directory;
    2. Enter the user friendly title of the photo in the Familiar Photo Caption field;
    3. Click Upload;
    4. Add additional photos the same way 
  4. Meeting Services section: Create a description (Service Title) for each service grouping your city offers the planner and meeting attendees, e.g.
    1. Meeting Rooms: provide name, sq ft, room configurations;
    2. Hotel Specs;
    3. Vendors: A/V, Photographers, Transportation Providers, etc.
    4. Restaurants, Etc.;
    5. Under each Service Title, describe the service and sell the service to the planner. Be creative - use eye-catching fonts, cut/paste links to services on your website, describe how your service is different/better than other citys' services, etc.
    6. Fun things to do while staying at you hotel.
  5.  Locator Map section: Click the Location Map Button and enter your Convention Center address to include a detailed Google map of the location;
  6.  Upgrade CVB section: Click "Upgrade Now" to Publish it for the Meeting Planners to see. and complete the preferred payment options (credit card or check) and required information;
  7. Publish your Promote Your City Page section: Click the "What Planners See" Link on the Why Our City Page of your Promote Your City Template to see what the Planners will view on your page. You can Edit the page at any time;
  8. Additional Benefits of an Upgraded Account:
    • PDF of eRFI Response Form: As an Upgraded CVB Account User, you can download a PDF of  eRFI Response Form your hotels have submited for presentation or to share with your colleagues/clients.

Upgrade Now and Start Promoting Your City to All SourceYourMeeting.com Planners!

Author: SYM Admin
Last update: 06-11-2018 05:03


Hotelier & CVB Video Tutorials

Author: SYM Admin
Last update: 05-30-2018 22:20


Referrers (CVB/NSO)

Important Instructions & Tips For Hoteliers and CVB Reps

Below are important instructions and tips so you get the most out of your SourceYourMeeting.com account:

  1. Snack Size Video Tutorials: Check out our quick tutorials for an overview of SourceYourMeeting.com and to learn how to create your account and respond to your first eRFI.

  2. An "eRFI Link" is unique to a meeting. All hotels use the same "eRFI Link" to bid on the same meeting.
  3. Every user of SourceYourMeeting.com must create and use their own account.
  4. Never forward your user name or password to another user! You can forward an "eRFI Link" or have a co-worker go to Hotel.SourceYourMeeting.com to create their own user account.
  5. ALL hotel responses must be on the eRFI Response Form and submitted by the "Hotel Response Date" or they cannot be accepted (The planner cannot accept emailed responses). (You can offer Alternate Dates and turn down the business on the eRFI Form).
    1. This ensures all the responses for the planner are in one place, saving them hours of cutting and pasting;
    2. If the hotel does not respond on the eRFI Response Form they will not appear on the report the planner shares with their client, boss, committee or other stakeholders;
    3. If the hotel wants to respond after the Hotel Response Date expires they need to have the meeting planner "Extend the Hotel Response Date" in their portal to re-enable the response form;
    4. Please indicate referres (CVB, NSO, etc) on the eRFI Form so they receive notification you've submitted your eRFI.
  6. Turn-down the business: Hoteliers complete the mandatory fields on the eRFI Form and select "Turn Down" on the eRFI. Regardless of whether you have availability always be sure to respond on the eRFI Form so Planners know you care.
    1. If you do not respond on the eRFI Response Form you are left off reports the planner uses when considering future bookings (not to mention that even a No response gets marketing value by presenting the hotel to a client for future consideration);
    2. When you turn business down we encourage hotels to propose alternate dates on the eRFI Response Form. We help our planner users understand the value of considering alternate dates so it increases the chance that your hotel(s) could win the business;
    3. Representative responding on behalf of one or multiple hotels (Ex. A regional rep, sales assistant or lead catcher completing the form on behalf of a local or on-property sales person always logs into Hotel.SourceYourMeeting.com as themselves using their own email address. Once you are into your own account  go to "My Hotels" to add more hotesl to your account so you can submit an eRFI for multiple hotels for the same meeting. You also will be able to identity the sales person you are responding on behalf of on the eRFI Response Form.

Additional Info:

  1. Click an "eRFI Link" from a planner to link a Lead to your account, view the meeting specs, and respond on the eRFI Response Form;
  2. "Leads/Opportunities" shows all the Leads linked to your account;
  3. "Responses" is where submitted or partially completed eRFIs are displayed;
  4. eRFIs submitted for a hotel are viewable by all hotel Users associated with that hotel;
  5. Don't over think it, there are "Click for Instructions" buttons on every page that give you short targeted tips related to what you will need to do on that page.

Understand the difference between Admin Users and other Users:

  1. Upgraded Accounts gain more exposure to planners and to functionality to increase sales effectiveness.
  2. Admins can Upgrade their Hotel/CVB account (Email us to get volume discount for upgrading multiple hotels);
  3. Admins with an Upgraded account can build a "Promote Your Hotel" (Hoteliers) or "Promote Your City" (CVBs) that brings your hotel and city to life and makes it easy for Planners to view key Group related sales content;
  4. When you upgrade a Hotel/CVB account, All Users for that Hotel/CVB are upgraded simultaneously;
  5. The first user to log in for a hotel or CVB is the "Admin" for that hotel or CVB;
  6. Admins can assign additional Admins within "Manage Hotel Users". (There can be multiple Admins for each Hotel);
  7. Admins receive notifications when a User registers to submit eRFIs on behalf of their hotel;
  8. Admins can activate or deactive User accounts for their hotel or CVB;

Author: SYM Admin
Last update: 05-28-2018 00:59


SourceYourMeeting.com Announces Upgraded Platform for Hotels, CVBs, and NSOs.

About SourceYourMeeting.com (SYM):
SouceYourMeeting.com launched the first eRFI Response Form in 1997 which revolutionized the RFP process for hoteliers as well as Meeting Professionals. We reduced hotel response rates to under 8 minutes and provided significant business process efficiencies to the meetings industry.

In 2010 SYM launched a new SaaS based platform and has continued to modernize the industry, choosing to avoid the path of other products that require you to make a choice between their system and your relationships. SourceYourMeeting.com promotes you working with the consultative relationships and experts at any hotel, Convention & Visitors Bureau (CVB) or Hotel National/Global Sales Office (NSO/GSO).

Register for free at https://Hotel.SourceYourMeeting.com

Announcement:

On May 02, 2018 SourceYourMeeting.com released an upgraded Hotelier and CVB platform providing incredible control and opportunities for hoteliers and CVB Reps  to provide meeting professionals with the information they need to make informed decisions.

Here are just some of the enhancements (Click Hotel.SourceYourMeeting.com to compare account options):

  1. Hotels Bid for FREE - Hotels still Bid for Free (No Commission paid to SYM) with the added option to Upgrade their account for additional functionality;
  2. NEW eRFI Response Form - allowing hoteliers to respond even faster! Hoteliers can save their work as they go, format content, and can even update previously submitted responses (versioning). They can also now view/save/print their eRFI response in PDF format;
  3. NEW Hotelier Portal - makes hoteliers more efficient! Share eRFI responses with colleagues, link the eRFI to their own hotel systems to eliminate duplicate data entry. Upgrade their hotel(s) account to bring their hotel to life by providing planners with one-click access to meeting services, photos, videos, an interactive Google Map of the property, and more. NSO reps can work more closely with their hotels as well;
    • Unlimited Users – When  hotels upgrade their account, all their hotel users are Upgraded simultaneously for one low annual fee;
    • Autofill – When Hoteliers respond on the eRFI their Hotel information will one-click autofill. And we've made it even easier to ensure you NSOs and CVB Reps are notified of your response as well;
    • Unlimited Reports – You can now view or print reports for any project you’ve worked on all from one location;
    • Printable PDF Reports – Now you can print copies of the eRFI Responses or save them to your own system in pdf format;
  4. NEW NSO & CVB Portals - CVB & NSO Reps can now see all their active and archived projects, eliminating the need to comb through emails. They can manage all their leads, work more efficiently, and provide planners with key destination information to compel them to select their city;
    • Response Tracking - Easily see which of your hotels have responded to RFPs in a sortable onscreen display saving CVBs and NSOs valuable follow-up time;
    • Unlimited Users – All your users at the NSO & CVB are upgraded for the one low annual fee;
  5. Upgraded Planner Reports – Planner Users now have 1-click access to hotel meeting services, photos, videos, an interactive Google Map of the hotel, city, and more right from their their availability reports (Only Upgraded Hotel Accounts display).
  6. Unlimited Email Support – Our upgraded Ticketing system provides enhanced speed and improved personal attention to any question or issue you have. We even offer tips;
  7. Upgraded Knowledgebase and Service Request Help Desk:
  • Once you log in you can upgrade your Hotel(s) or CVB. Please contact us for volume upgrades of multiple hotel(s) simultaneously.

Snack Size Video Tutorials:  Check out our quick tutorials for an overview of SourceYourMeeting.com and to learn how to create your account and respond to your first eRFI.

VERY IMPORTANT: Never forward your user name or password to another user! You can forward and "eRFI Link" or have a co-worker go to Hotel.SourceYourMeeting.com to create and use their own user account. Every user of SourceYourMeeting.com must create and user their own account. (Important Tips)

Author: SYM Admin
Last update: 07-30-2018 19:12


Hotelier & CVB Video Tutorials

Author: SYM Admin
Last update: 05-30-2018 22:20


What is the value to CVBs?

CVB Reps, see how we enhance your value to meeting professionals:

We understand the value of relationships with Destination Marketing Organizations (DMO (aka CVB)). You have expended great resources to build relationships with your clients and to offer valuable consultation regarding your properties and destinations. We ensure you continue to enhance this great asset, the relationship! Here are just a few of the ways SourceYourMeeting.com benefits you:

  • Your clients are encouraged to continue to utilize you as their primary contact;
  • One link provides your hotels with the meeting specifications, information about the client, and an "EZ" eRFI form. No more having to track versions of documents, or having to find old emails;
  • You are notified when your hotels respond, saving you valuable follow up time;
  • Manually creating spreadsheets of hotel responses for your clients is now a thing of the past because the SourceYourMeeting.com creates the report for the client so you don’t have to;
  • Exposure and Efficiency all with one application;
  • Link it to your database so the lead is in your members database; bid results, lost business, status of business and trace dates.

Author: SYM Admin
Last update: 06-08-2018 19:45


What is the Value to Hoteliers and Global Sales Offices?

Hotel and Global Sales Office Benefits...we understand your pains.

  • You have expended great resources and money to build relationships with buyers and you don't want software to replace that;
  • You receive far too many unqualified leads and lead-spam;
  • You don’t want to pay just to be “considered”;
  • You don’t want to respond to the same lead in multiple formats on multiple platforms;
  • You don’t want to spend unnecessary time creating a proposal or contract if you aren’t on the short-list. (You wish meeting planners understood how much time it takes to respond to RFPs, create proposals, and create contracts). That’s why an eRFI is so much more effective for both sides;
  • You don't want to spend time responding to questions that aren't relevant to the short-list evaluation;

We are addressing your pains, to save you time, increase the effectiveness of your sales efforts, without increasing your costs.

  • It's all about the eRFI form! Save hours of time by navigating via a single response page ("EZ" eRFI) and a more intuitive user experience;
  • You can easily review, manage and respond to eRFIs faster than ever, and with fewer clicks;
  • Our form pre-populates your information so you don't waste time;
  • SourceYourMeeting.com users are qualified buyers;
  • You can sell to the client directly. We help you think differently so you can win the business;
  • Your Global Sales Offices and/or CVB can be notified when you respond, saving lots of phone calls;
  • EASY LEAD MANAGEMENT, communicate with prospects and integrate data with your sales force automation tools to track wins more effectively.

Author: SYM Admin
Last update: 06-08-2018 19:44


Hoteliers » Responding to eRFIs

"Leads/Opportunities" Section

New business Opportunities: Click an "eRFI Link" from a planner for it to appear below.

  1. Click "ProjectID" to select the hotel that you will be responding on behalf of for this meeting and to access the eRFI Response Form for that meeting (Project);
  2. Once you begin an eRFI Response Form, your Lead becomes a Response (see "Responses") and will be associated with the hotel you selected.
  3. Responding on behalf of more than one hotel? 
  1. Upgrade your account to bring your hotel to life with photos, video, and tools that will appear on the planners report. Doing so also enables the eRFI Autofill functionality saving you valuable time. Make this request of your hotel Admin. (Click to identify the Admin you hotel(s))

Grid Key/Legend:

  • Active - An eRFI can stil be submitted for this lead (Hotel Response Date is still Active);
  • Inactive Hotel Response Date has expired for this lead. Go to "Home" to see the hotel responses;

If the "Hotel Response Date" expires you can email the planner to request they extend the Hotel Response Date.

Author: SYM Admin
Last update: 05-24-2018 23:44


DRAFT: How do I resubmit a bid or make changes to an existing eRFI response?

This entry is in revision and can not be displayed.

Author: Peter Hanley
Last update: 05-16-2018 14:53


DRAFT: Responding to a new business lead/opportunity using the “eRFI Link”?

This entry is in revision and can not be displayed.

Author: SYM Admin
Last update: 05-16-2018 14:49


Meeting planners Meeting Resume is incomplete or in a format that is difficult to use or creates more questions than answers?

Send a support request to SYM so we can offer feedback and assistance to the meeting planner to help them enhance their Meeting Resume. Or you can communicate a message to the meeting planner that says I greatly appreciate the opportunity to bid on your meetings and look forward to hopefully being awarded the opportunity to host you and your attendees at our property. I have submitted the eRFI as you requested. I'm a big fan of SourceYourMeeting.com because they help their Users grow in the profession. They offer a great Meeting Resume Template to help their Users enhance their Meeting Resume in order for hotels to respond faster with fewer distracting questions delay or prevent responses. Here is the template: SourceYourMeetings.com/SupportUsers/SYMMeetingResumeTemplate.docx

Author: SYM Admin
Last update: 05-16-2018 14:52


Best practice with your internet browser maintenance (Clear Cache and restart all instances of your browser)

Ideally you regularly perform this maintenance on your browser for security and privacy reasons but if you tried to submit a completed eRFI and it failed but didn't display an error it is most likely not the application but rather an internet browser maintenance issue. Follow the following steps.

Always be sure you are using Mozilla Firefox, Google Chrome or Microsoft Internet Explorer 11 (or newer)

  1. In Internet Explorer, click the "Tools" icon https://www.sourceyourmeeting.com/App/images/IE11ToolsGearIcon.jpg in the top right (or "Help" on the menu bar) then click "About Internet Explorer”
  2. If you are using Google Chrome or Firebox clear your Cache. Chrome cache pre-stores files like images and web pages that sit on your hard drive for faster access if you were to visit the same pages again or pages that have the same components. But sometimes it can cause issues too. And having this data on the hard drive can be a privacy issue too.

https://www.SourceYourMeeting.com/App/views/auth/pop_accept_tip.php

Another helpful step for working with a browser is flushing the DNS cache periodically. Here are the directions for Google Chrome.

chrome://net-internals/#dns

 

In order to flush your Google Chrome browser’s DNS cache, simply find the button that says “Clear Host Cache” and click it. You can click it more than once if you want to make sure it did what it was supposed to, but a single click is usually enough.

 

Always shut down all instances of your browser after completing the steps above!!! And even a reboot increases the effectiveness of troubleshooting computer or browser related issues.

 

Personally we like to use CCleaner from Piriform because you can clean up not only temporary internet files but program temporary files as well as registry information that has not been cleaned up. All of this will not only increase the performance of your workstation but will also increase security and privacy.

 

Watch this quick clip: https://snippets.cdn.mozilla.net/media/files/df5a6b38-46b9-4af2-8010-ab2204b4da16.webm

Author: SYM Admin
Last update: 04-25-2018 20:37


Responding for multiple hotels

If you represent multiple hotels, click on the "eRFI Link" you receivef from the meeting planner, NSO, or CVB. Login (or create your user account if it's your first time) and go to the "My Hotels" button on the left navigation.

 

Add all the hotels you represent then go to the "Leads/Opportunities" section, select the first hotel, submit your first bit. Go bak to the "Leads/Opportunities" page click the "ProjectID" again, and select the next hotel you wish to respond on behalf of and so on and so on.

If you already have an account and you are logged in click:

  1. Leads/Opportunities
  2. My Hotels

Author: SYM Admin
Last update: 05-25-2018 03:47


Email Template Planners send To Hoteliers, CVB, and NSO contacts

Meeting Professionals use this language to send their new business opportunities to national sales, CVB, and hotel contacts.

We highly recommend that when Meeting Professionals send the "eRFI Link" for their meeting to Hotels, CVB, and NSO contacts that they provide a detailed email that answers the hoteliers initial sales questions quickly. Below is a template we recomend.

Below is a sample email for wich you can cut an paste or if you use MS Outlook you can click the link at the bottom of this email and it will provide you with the template in an email already.

Next, replace the VARIABLES (words in ALL CAPS) …but keep the format because consistency in the Subject increases hotel response rates!  Enter the email address(es) of your CVB & National Sales contacts in the “To” field of your email (You can find CVB reps at www.SourceYourMeeting.com/CVBSearch.php), then send it off.

Below are the contents of the suggested email Template:

START OF TEMPLATE LANGUAGE

SUBJECT: New business from YOUR ORGANIZATION (ProjectID #####). eRFI responses will be accepted through DAY, DATE, TIME (EST)

BODY:

All responses must be submitted using the “eRFI Link” below. By doing so I will be able to view your responses instantly so I appreciate your support. Instructions for responding to the meeting specifications are explained at the bottom of this email. Here is a summary of the meeting:

  • Rooms Peak Night: ####
  • Considering the following cities (In priority order):
    • Country, State/Province,  City
    • Country, State/Province,  City  

All questions should be directed to YOUR NAME at YOUREMAIL@YOURDOMAIN.com . Thank you for your consideration!!

Instructions for National Sales Offices & Convention Bureaus (CVB / DMO):

  1. Review the meeting specifications:
    • Click the “eRFI Link” and Login to access the meeting specifications and eRFI Response Form (No cost to you CVB/NSO or the hotel).
  2. IMPORTANT: Cut and paste the “Instructions for Hotel Sales Contact” below (including the “eRFI Link”) into your sales system and send it to all the properties best suited for this program:
    • Hotels MUST respond using the “eRFI Link” by the Hotel Response Date provided (No emailed proposals will be accepted).
    • Hotels should respond even if they cannot accommodate the program (They can turn-down the business and offer alternate dates on the eRFI Response Form).
    • Instruct the hotelier to select you in the “Who sent you this Lead?” section of the eRFI so they receive notification you’ve submitted your eRFI.
  3. Very helpful targeted instructions are on each page of the system and you can also visit https://Hotel.SourceYourMeeting.com/faq

Instructions for Hotel Sales Contact

  1. Review the meeting specifications
    1. Click the “eRFI Link” below to Login (New Users can create a new account at no cost to you or your hotel);
    2. Review the meeting specifications then check availability.
  2. Respond on the EZ eRFI by the response date provided; even if you do not have availability. (You can offer Alternate Dates and turn down the business on the eRFI).
    • Please indicate the person who referred you (CVB, NSO, etc) in the “Who sent you this Lead?” section of the eRFI so they receive notification you’ve submitted your eRFI.
  3. If you are completing the eRFI on behalf of another hotelier still login as yourself (Never share users names or passwords with other users). Though you will be the one filling out the eRFI you can identify the Sales Person you are responding on behalf of on the eRFI.
  4. Very helpful targeted instructions are on each page of the system and you can also visit https://Hotel.SourceYourMeeting.com/faq  

”eRFI Link GOES HERE” and access to the Meeting Specifications:

Meeting Planner…Please paste your “eRFI Link” above and keep it highlighed in Green for distribution (“eRFI Link” is provided to you upon submitting the “Create New Project” form in your SourceYourMeeting.com Planner account).

END OF TEMPLATE LANGUAGE

Click to open the Microsoft Outlook template (.oft) here (Updated May 8, 2018).  This is an email template, each time you open it a new email is created. We update this periodically so check back to download a newer copy with the latest updates and tips.

Author: SYM Admin
Last update: 05-09-2018 23:09


Hotelier & CVB Video Tutorials

Author: SYM Admin
Last update: 05-30-2018 22:20


Referrers (CVB/NSO) » Distributing eRFIs to your Hotels

Email Template Planners send To Hoteliers, CVB, and NSO contacts

Meeting Professionals use this language to send their new business opportunities to national sales, CVB, and hotel contacts.

We highly recommend that when Meeting Professionals send the "eRFI Link" for their meeting to Hotels, CVB, and NSO contacts that they provide a detailed email that answers the hoteliers initial sales questions quickly. Below is a template we recomend.

Below is a sample email for wich you can cut an paste or if you use MS Outlook you can click the link at the bottom of this email and it will provide you with the template in an email already.

Next, replace the VARIABLES (words in ALL CAPS) …but keep the format because consistency in the Subject increases hotel response rates!  Enter the email address(es) of your CVB & National Sales contacts in the “To” field of your email (You can find CVB reps at www.SourceYourMeeting.com/CVBSearch.php), then send it off.

Below are the contents of the suggested email Template:

START OF TEMPLATE LANGUAGE

SUBJECT: New business from YOUR ORGANIZATION (ProjectID #####). eRFI responses will be accepted through DAY, DATE, TIME (EST)

BODY:

All responses must be submitted using the “eRFI Link” below. By doing so I will be able to view your responses instantly so I appreciate your support. Instructions for responding to the meeting specifications are explained at the bottom of this email. Here is a summary of the meeting:

  • Rooms Peak Night: ####
  • Considering the following cities (In priority order):
    • Country, State/Province,  City
    • Country, State/Province,  City  

All questions should be directed to YOUR NAME at YOUREMAIL@YOURDOMAIN.com . Thank you for your consideration!!

Instructions for National Sales Offices & Convention Bureaus (CVB / DMO):

  1. Review the meeting specifications:
    • Click the “eRFI Link” and Login to access the meeting specifications and eRFI Response Form (No cost to you CVB/NSO or the hotel).
  2. IMPORTANT: Cut and paste the “Instructions for Hotel Sales Contact” below (including the “eRFI Link”) into your sales system and send it to all the properties best suited for this program:
    • Hotels MUST respond using the “eRFI Link” by the Hotel Response Date provided (No emailed proposals will be accepted).
    • Hotels should respond even if they cannot accommodate the program (They can turn-down the business and offer alternate dates on the eRFI Response Form).
    • Instruct the hotelier to select you in the “Who sent you this Lead?” section of the eRFI so they receive notification you’ve submitted your eRFI.
  3. Very helpful targeted instructions are on each page of the system and you can also visit https://Hotel.SourceYourMeeting.com/faq

Instructions for Hotel Sales Contact

  1. Review the meeting specifications
    1. Click the “eRFI Link” below to Login (New Users can create a new account at no cost to you or your hotel);
    2. Review the meeting specifications then check availability.
  2. Respond on the EZ eRFI by the response date provided; even if you do not have availability. (You can offer Alternate Dates and turn down the business on the eRFI).
    • Please indicate the person who referred you (CVB, NSO, etc) in the “Who sent you this Lead?” section of the eRFI so they receive notification you’ve submitted your eRFI.
  3. If you are completing the eRFI on behalf of another hotelier still login as yourself (Never share users names or passwords with other users). Though you will be the one filling out the eRFI you can identify the Sales Person you are responding on behalf of on the eRFI.
  4. Very helpful targeted instructions are on each page of the system and you can also visit https://Hotel.SourceYourMeeting.com/faq  

”eRFI Link GOES HERE” and access to the Meeting Specifications:

Meeting Planner…Please paste your “eRFI Link” above and keep it highlighed in Green for distribution (“eRFI Link” is provided to you upon submitting the “Create New Project” form in your SourceYourMeeting.com Planner account).

END OF TEMPLATE LANGUAGE

Click to open the Microsoft Outlook template (.oft) here (Updated May 8, 2018).  This is an email template, each time you open it a new email is created. We update this periodically so check back to download a newer copy with the latest updates and tips.

Author: SYM Admin
Last update: 05-09-2018 23:09


Hoteliers » Promote Your Hotel

Upgrade Your Hotel(s) to Increase exposure to planners and close more business

Promote Your Hotel(s) - Admins of a Hotel account can Upgrade (or Renew) to Promote your hotel to planners. Extra touches make all the difference;  photos, video, meeting space diagrams, and useful Group related information for the planner brings you and your hotel to life. It will then be one-click accessible to the meeting planners on their reports. Upgrading provides you with enhancements to increase the likelihood you will win the business. Contact your Hotel Admin to request an upgrade (You can identify the Admin for your hotel on your Home page once you log in at Hotel.SourceYourMeeting.com.

  1. Click to see the benefits of upgrading, or visit your "Why Upgrade" page after you login.
  2. Click Here to see a SAMPLE Published Promote Your Hotel page.

How to Upgrade Your Hotel:

  • Hotel Admin: Click "Promote Your Hotel" (left Nav bar) and complete the web page template with the information Planners need. This info will be linked to Meeting Planner reports about your hotel.
  • Note: Since your marketing staff might have more experience with the hotel branding requirements some hotels have had their Marketing Manager create their own "Hotelier" account at Hotel.SourceYourMeeting.com. Once the Marketing Manager has a Hotelier account the current Hotel Admin navigates to their "Manage My Users" page to upgrades the Marketing Manager to also be an Admin . This enables the marketing person to create and design the "Promote Your Hotel" page.
  • NOT the Hotel Admin? Contact your hotel's SourceYourMeeting.com Admin User and ask them to Upgrade from the Home page in your account and provide them with these instructions. 

To publish your site have the Admin complete the "Promote Your Hotel" Template from within their account. Here is a summary of each section:

  1. Hotel section:
    • Sell to the Planner in the Hotel section – tell the planner why they should select your hotel for their meetings;
    • Describe what differentiates your hotel from others;
    • Use bullets and concise statements to describe your hotel;
    • Include links to your hotel’s website and Group related pages.
  2. Documents section: Upload documents that would best promote your property to the Planner, e.g., Catering Menus, Meeting Room Layouts/Diagrams, A/V Lists, etc.
    1. Choose Documents to Upload… to select the photo from your directory;
    2. Enter the user friendly Title of the document in the Document Title field (This is what will display to the planner);
    3. Click Upload;
    4. Add additional documents the same way.
  3. Gallery section: Upload photos of your property so the Planner can view key aspects of the Hotel, e.g. Front Façade, Photos of room types, Reception, Main Ballroom, Grounds, Recommended Area Attractions, etc.
    1. Click "Choose Photo to Upload"… to select the photo from your directory;
    2. Enter the user friendly title of the photo in the Familiar Photo Caption field;
    3. Click Upload;
    4. Add additional photos the same way 
  4. Meeting Services section: Create a description (Service Title) for each service grouping your hotel can offer the planner and meeting attendees, e.g.
    1. Meeting Rooms: provide name, sq ft, room configurations;
    2. Transportation Options;
    3. Vendors: A/V, Photographers, Transportation Providers, etc.
    4. Restaurants: on-property and/or off-property;
    5. Under each Service Title, describe the service and sell the service to the planner. Be creative - use eye-catching fonts, cut/paste links to services on your website, describe how your service is different/better than other hotels, etc.
  5.  Locator Map section: Click the Location Map Button and enter your hotel address to include a detailed Google map of the property location;
  6.  Upgrade Hotel section: Click "Upgrade Now" to Publish it for the Meeting Planners to see. Complete the preferred payment option (credit card or check) and required information to publish;
  7. Publish your "Promote Your Hotel" page section: Click the "What Planners See" link (URK) on the Hotel Page of your Promote Your Hotel Template to see what the Planners will view on your page. It can be useful to have this page open on a separate window while you are designing your page to you can regularly refresh the page and see what your edits look like;
  8. AutoFill section: Review/Complete the fields shown as these will AutoFill on each eRFI response form, when your hotel has an Upgraded Account with SourceYourMeeting.com, saving you lots of time;
  9. Additional Benefits of an Upgraded Account:
    • PDF of eRFI Form: As an Upgraded Hotel Account User, you can download a PDF of your eRFI Response Form for presentation or to share with your colleagues/clients.

Upgrade Now and Start Promoting Your Property to All SourceYourMeeting.com Planners!

Author: SYM Admin
Last update: 05-31-2018 15:52


CVB's Inviting their Hotels to Register

SYM (SourceYourMeeting.com) is the only procurement and RFP management application that advocates for planners to send all their RFPs to the CVB first. To support this, through August 31, 2018, registered CVBs get an Upgraded account to "Promote Your City" at 50% Off ($174 savings) and they can offer their hotels an opportunity to save 50% ($414 savings) on an upgraded hotel account too.

CVBs just login to their CVB Account and click the “UPGRADE (50% Off)" to upgrade their CVB's account, and inform their hoteliers to go to https://Hotel.SourceYourMeeting.com to do the same.

Sample Email To Your Hoteliers:

Dear Hotelier:

SourceYourMeeting.com has launched a new portal click https://Hotel.SourceYourMeeting.com to make sure you are registered in the new SourceYourMeeting.com portal. All hoteliers register for free and can bid on meetings for free too (Hotelier and CVB Overview of SourceYourMeeting.com).

Though you might find the free account suitable for your needs SYM has enabled our hotels to qualify for 50% Off an Upgraded Hotel Account through August 31, 2018.  Just go to https://Hotel.SourceYourMeeting.com, log in (or create your user account if you haven’t done so already) and you will see that your Upgrade button now says “UPGRADE (50% Off)”. Do this by August 31, 2018. Here is a quick link so you can compare the benefits of an Upgraded Account.

Learn more by calling 703-778-9001 x101 or watch one of these quick snack sized videos.

Author: Peter Hanley
Last update: 08-06-2018 18:31


Meeting Professional Users

Can I continue to communicate with my hotels, CVBs and Global Sales Offices (NSOs / GSOs) the same way I do now?

  • Yes, you can continue to use your current email client (Outlook, gmail, etc) to distribute to the same contact email addresses you always have.
  • Yes, you are not forced to send it through the application like with other applications.

Author: SYM Admin
Last update: 11-26-2017 19:26


Are there limitations on the number of hotels I can consider?

  1. No, we do not cap the number of hotels you can consider like other services or applications.
  2. You can reach any hotel or meeting facility around the globe for any type of meeting or event. For instance:
    1. Independent property or hotel chain
    2. Domestic or international
    3. Under one roof or city wide convention
    4. Boutique or big box hotel
    5. Downtown or resort
    6. First tier city or waterfront town
    7. Board meeting or annual convention

Author: SYM Admin
Last update: 11-26-2017 19:33


Do you have suggestions to improve my meeting specifications so hotels respond even faster?

  1. You can use the meeting specifications you’ve already created in Word, Excel or pdf or we can offer established templates. It’s your choice!
  2. The SourceYourMeeting.com staff can also provide you with consultation to make your specifications more effective. We also provide a Meeting Resume template at no additional cost.
  3. Once they've reviewed your meeting specifications Hoteliers respond using the EZ eRFI (Electronic Request For Information) because it provides a consistent, efficient, an easy to understand format for receiving your requirements and replying to you.

Author: SYM Admin
Last update: 11-26-2017 19:39


Will my hotel rates be higher?

  1. No, you can consider multiple properties at once and the availability reports will allow you to better analyze the competing properties to leverage lower prices, preferred dates, and more concessions.
  2. No, because we don't add to the hotels distribution channel costs you get lower rates.

Author: SYM Admin
Last update: 11-26-2017 19:48


I use a third party company to get availability information. Can I still benefit from SourceYourMeeting.com?

  1. Great news! If you use a sourcing company’s representative they can become a secure user within your account to use the application to distribute the meeting specifications and get hotels to provide availability information.
  2. The process is more efficient because you can access the reports and remain in control of the data.
  3. And meeting planners can still use their preferred global sales representatives and CVB reps.

Author: SYM Admin
Last update: 04-22-2018 19:37


Email Template Planners send To Hoteliers, CVB, and NSO contacts

Meeting Professionals use this language to send their new business opportunities to national sales, CVB, and hotel contacts.

We highly recommend that when Meeting Professionals send the "eRFI Link" for their meeting to Hotels, CVB, and NSO contacts that they provide a detailed email that answers the hoteliers initial sales questions quickly. Below is a template we recomend.

Below is a sample email for wich you can cut an paste or if you use MS Outlook you can click the link at the bottom of this email and it will provide you with the template in an email already.

Next, replace the VARIABLES (words in ALL CAPS) …but keep the format because consistency in the Subject increases hotel response rates!  Enter the email address(es) of your CVB & National Sales contacts in the “To” field of your email (You can find CVB reps at www.SourceYourMeeting.com/CVBSearch.php), then send it off.

Below are the contents of the suggested email Template:

START OF TEMPLATE LANGUAGE

SUBJECT: New business from YOUR ORGANIZATION (ProjectID #####). eRFI responses will be accepted through DAY, DATE, TIME (EST)

BODY:

All responses must be submitted using the “eRFI Link” below. By doing so I will be able to view your responses instantly so I appreciate your support. Instructions for responding to the meeting specifications are explained at the bottom of this email. Here is a summary of the meeting:

  • Rooms Peak Night: ####
  • Considering the following cities (In priority order):
    • Country, State/Province,  City
    • Country, State/Province,  City  

All questions should be directed to YOUR NAME at YOUREMAIL@YOURDOMAIN.com . Thank you for your consideration!!

Instructions for National Sales Offices & Convention Bureaus (CVB / DMO):

  1. Review the meeting specifications:
    • Click the “eRFI Link” and Login to access the meeting specifications and eRFI Response Form (No cost to you CVB/NSO or the hotel).
  2. IMPORTANT: Cut and paste the “Instructions for Hotel Sales Contact” below (including the “eRFI Link”) into your sales system and send it to all the properties best suited for this program:
    • Hotels MUST respond using the “eRFI Link” by the Hotel Response Date provided (No emailed proposals will be accepted).
    • Hotels should respond even if they cannot accommodate the program (They can turn-down the business and offer alternate dates on the eRFI Response Form).
    • Instruct the hotelier to select you in the “Who sent you this Lead?” section of the eRFI so they receive notification you’ve submitted your eRFI.
  3. Very helpful targeted instructions are on each page of the system and you can also visit https://Hotel.SourceYourMeeting.com/faq

Instructions for Hotel Sales Contact

  1. Review the meeting specifications
    1. Click the “eRFI Link” below to Login (New Users can create a new account at no cost to you or your hotel);
    2. Review the meeting specifications then check availability.
  2. Respond on the EZ eRFI by the response date provided; even if you do not have availability. (You can offer Alternate Dates and turn down the business on the eRFI).
    • Please indicate the person who referred you (CVB, NSO, etc) in the “Who sent you this Lead?” section of the eRFI so they receive notification you’ve submitted your eRFI.
  3. If you are completing the eRFI on behalf of another hotelier still login as yourself (Never share users names or passwords with other users). Though you will be the one filling out the eRFI you can identify the Sales Person you are responding on behalf of on the eRFI.
  4. Very helpful targeted instructions are on each page of the system and you can also visit https://Hotel.SourceYourMeeting.com/faq  

”eRFI Link GOES HERE” and access to the Meeting Specifications:

Meeting Planner…Please paste your “eRFI Link” above and keep it highlighed in Green for distribution (“eRFI Link” is provided to you upon submitting the “Create New Project” form in your SourceYourMeeting.com Planner account).

END OF TEMPLATE LANGUAGE

Click to open the Microsoft Outlook template (.oft) here (Updated May 8, 2018).  This is an email template, each time you open it a new email is created. We update this periodically so check back to download a newer copy with the latest updates and tips.

Author: SYM Admin
Last update: 05-09-2018 23:09


SYM FAQ

Why is the SourceYourMeeting.com "EZ" eRFI so much more effective than other ways of sourcing your meeting?

  • It's easy for hotels to use so you get quicker more complete responses - Hotels are overwhelmed with duplicate RFPs, and requests for too much information before they are even short listed. They love our "EZ" eRFI form so they respond faster;
  • It's easy for the planner to use.;You can work with any hotel in the world, not just ones that pay to be part of a Preferred Supplier Network like with other systems;
  • Meeting Professionals want control of their information. You want unbiased reporting and availability information! not information that has been adjusted without it being disclosed;
  • Hotels do not want to pay just to be considered;
  • Hoteliers and Planners want to maintain their current relationships, they do not want software to replace relationships. SourceYourMeeting.com allows you to foster those relationships while eliminating the manual tasks;

Author: SYM Admin
Last update: 11-26-2017 19:25


Who buys and uses the SourceYourMeeting.com software?

  1. Meeting professionals subscribe to the service to eliminate manual tasks, share meeting results with co-workers, to get faster hotel responses, to have more hotels to consider, to own their own data, and avoid distracting advertising that makes other applications difficult to use.
    Meeting Professionals who want unbiased availability data.
  2. Hotels can bid on your meetings and conventions without cost so they can offer the best possible rates. Hotels can also upgrade their account to gain a portal where they can manage all their clients meetings.
  3. CVBs and Hotel National Sales contacts get involved earlier so they can support you. It also doesn't cost them anything to help you get to the right hotels.

Author: SYM Admin
Last update: 11-26-2017 19:35


Does SourceYourMeeting.com get paid any other fees (commission, etc)?

  1. SourceYourMeeting.com is a subscription service for meeting professionals. We don't get paid hotel commissions or other hidden payments so the hotels are able to offer you the best possible rates.

Author: SYM Admin
Last update: 11-26-2017 19:36


Why do hotels find this better for them? (the testimonials listed on the "Start Here" page above say it best)

  1. Traditional methods meeting planners used for gathering availability information is overwhelming to both planners and hotels. Now hotels can communicate timely, complete and accurate responses. With SourceYourMeeting.com planners continue to use their current business processes while eliminating costly manual processes for themselves and the hotels (especially duplicate administrative tasks).
  2. SourceYourMeeting.com gives hotels one consistent, efficient, and easy format for responding to a meeting professional's need for dates, rates and space.

Author: SYM Admin
Last update: 11-26-2017 19:47


Can I customize the fields on the EZ eRFI?

  1. Yes, with the caveat that the success of SourceYourMeeting.com is its simplicity and approach.
  2. We will consult with you upon becoming a client to ensure your unique and critical decision making information is collected.
  3. Because of our Template approach you can apply the SourceYourMeeting.com application to solve other procurement needs.

Let's talk - 703-778-9001 x101

Author: SYM Admin
Last update: 05-16-2018 14:54


Why did you create SourceYourMeeting.com?

  1. This business process was designed because we wanted an efficient way to get availability data but it has evolved to be so much more.
  2. We have proven that there is a faster way to get to the short list. The application has been in use for over 15 years and has helped planners with over 3,500 projects/meetings through 2018 and continues to grow.
  3. Hotels receive leads from so many channels; direct, destination marketing organizations (DMO (Ex. CVB)), global sales offices (GSO), representation companies, and third party sourcing companies. But they are asked to provide too much detail in their responses, proposals and contracts which slows down their ability to respond. 

    Planners developed SourceYourMeeting.com as we understood what planners and hotels want to achieve. We stayed laser focused with a technology solution to this specific problem.

    The old way was to ask for too much information up front because we didn't expect instant responses. That isn’t how people work today, everyone wants instant responses.

    Consider more hotels in less time by eliminating unnecessary phone calls and emails from CVB, National Sales and hotels sales people checking to see if you received their bid. Phone and email should be for consultative communication and relationship building.

Author: Peter Hanley
Last update: 11-26-2017 19:45


What is the latest release of SourceYourMeeting.com?

  1. v9.8 released in June 2014
  2. v10.0 released in November 2014
  3. v10.1 released in February 21, 2015
  4. v10.4 released in August 31, 2015
  5. v10.6 released in December 30, 2015
  6. v11.0 released in February 11, 2016
  7. v11.1 released in April 02 , 2016
  8. v11.1.07 released in June 2016
  9. v11.2 released in February 2017
  10. v12 released December 2017

Author: SYM Admin
Last update: 11-26-2017 19:47


"You are saving the hotel industry one hotel at a time"

Working with any technology you work with people who fall into many categories; people who fear technology, people don't have experience, and others that have equipment that is just outdated or incompatible. Granted, I loved Windows XP and it was a great, stable Operating System (OS) and I also loved my Atari and even my old Sony Betamax but with an Internet Browser there is are a lot more ways the external world can access and potentially harm you. There are many reasons to stay with an old OS or Browser, which we can discuss over wine at another time, but, there are real privacy and security implications related to using an old internet browser on the web. 

You might have legacy applications that requires an older browser but you should get a different, modern browser, to surf the web and to use web applications. This is true regardless of the browser you use (Firefox, Chrome, Safari, Internet Explorer). There is also regular maintenance you should do that can help protect your system (upgrading your browser, deleting cookies, deleting cache, etc). At SourceYourMeeting.com we have helped hundreds of hotels accomplish each of these and we regularly hear "I didn't know anyo f this, you are saving the hotel industry one hotel at a time, thank you".

On that note, below is an article about Microsoft's browsers. They have been supporting legacy browsers for long beyond a reasonable life but with the continual evolution of the web they can't support old browsers forever. Effective today, Microsoft officially ends support for all but the latest version of Internet Explorer.

http://www.zdnet.com/article/windows-users-face-a-dangerous-world-with-end-of-support-for-older-internet-explorer-versions/?tag=nl.e539&s_cid=e539&ttag=e539&ftag=TRE17cfd61

 

Author: SYM Admin
Last update: 11-27-2017 20:13


SourceYourMeeting.com Announces Upgraded Platform for Hotels, CVBs, and NSOs.

About SourceYourMeeting.com (SYM):
SouceYourMeeting.com launched the first eRFI Response Form in 1997 which revolutionized the RFP process for hoteliers as well as Meeting Professionals. We reduced hotel response rates to under 8 minutes and provided significant business process efficiencies to the meetings industry.

In 2010 SYM launched a new SaaS based platform and has continued to modernize the industry, choosing to avoid the path of other products that require you to make a choice between their system and your relationships. SourceYourMeeting.com promotes you working with the consultative relationships and experts at any hotel, Convention & Visitors Bureau (CVB) or Hotel National/Global Sales Office (NSO/GSO).

Register for free at https://Hotel.SourceYourMeeting.com

Announcement:

On May 02, 2018 SourceYourMeeting.com released an upgraded Hotelier and CVB platform providing incredible control and opportunities for hoteliers and CVB Reps  to provide meeting professionals with the information they need to make informed decisions.

Here are just some of the enhancements (Click Hotel.SourceYourMeeting.com to compare account options):

  1. Hotels Bid for FREE - Hotels still Bid for Free (No Commission paid to SYM) with the added option to Upgrade their account for additional functionality;
  2. NEW eRFI Response Form - allowing hoteliers to respond even faster! Hoteliers can save their work as they go, format content, and can even update previously submitted responses (versioning). They can also now view/save/print their eRFI response in PDF format;
  3. NEW Hotelier Portal - makes hoteliers more efficient! Share eRFI responses with colleagues, link the eRFI to their own hotel systems to eliminate duplicate data entry. Upgrade their hotel(s) account to bring their hotel to life by providing planners with one-click access to meeting services, photos, videos, an interactive Google Map of the property, and more. NSO reps can work more closely with their hotels as well;
    • Unlimited Users – When  hotels upgrade their account, all their hotel users are Upgraded simultaneously for one low annual fee;
    • Autofill – When Hoteliers respond on the eRFI their Hotel information will one-click autofill. And we've made it even easier to ensure you NSOs and CVB Reps are notified of your response as well;
    • Unlimited Reports – You can now view or print reports for any project you’ve worked on all from one location;
    • Printable PDF Reports – Now you can print copies of the eRFI Responses or save them to your own system in pdf format;
  4. NEW NSO & CVB Portals - CVB & NSO Reps can now see all their active and archived projects, eliminating the need to comb through emails. They can manage all their leads, work more efficiently, and provide planners with key destination information to compel them to select their city;
    • Response Tracking - Easily see which of your hotels have responded to RFPs in a sortable onscreen display saving CVBs and NSOs valuable follow-up time;
    • Unlimited Users – All your users at the NSO & CVB are upgraded for the one low annual fee;
  5. Upgraded Planner Reports – Planner Users now have 1-click access to hotel meeting services, photos, videos, an interactive Google Map of the hotel, city, and more right from their their availability reports (Only Upgraded Hotel Accounts display).
  6. Unlimited Email Support – Our upgraded Ticketing system provides enhanced speed and improved personal attention to any question or issue you have. We even offer tips;
  7. Upgraded Knowledgebase and Service Request Help Desk:
  • Once you log in you can upgrade your Hotel(s) or CVB. Please contact us for volume upgrades of multiple hotel(s) simultaneously.

Snack Size Video Tutorials:  Check out our quick tutorials for an overview of SourceYourMeeting.com and to learn how to create your account and respond to your first eRFI.

VERY IMPORTANT: Never forward your user name or password to another user! You can forward and "eRFI Link" or have a co-worker go to Hotel.SourceYourMeeting.com to create and use their own user account. Every user of SourceYourMeeting.com must create and user their own account. (Important Tips)

Author: SYM Admin
Last update: 07-30-2018 19:12


What is the value to CVBs?

CVB Reps, see how we enhance your value to meeting professionals:

We understand the value of relationships with Destination Marketing Organizations (DMO (aka CVB)). You have expended great resources to build relationships with your clients and to offer valuable consultation regarding your properties and destinations. We ensure you continue to enhance this great asset, the relationship! Here are just a few of the ways SourceYourMeeting.com benefits you:

  • Your clients are encouraged to continue to utilize you as their primary contact;
  • One link provides your hotels with the meeting specifications, information about the client, and an "EZ" eRFI form. No more having to track versions of documents, or having to find old emails;
  • You are notified when your hotels respond, saving you valuable follow up time;
  • Manually creating spreadsheets of hotel responses for your clients is now a thing of the past because the SourceYourMeeting.com creates the report for the client so you don’t have to;
  • Exposure and Efficiency all with one application;
  • Link it to your database so the lead is in your members database; bid results, lost business, status of business and trace dates.

Author: SYM Admin
Last update: 06-08-2018 19:45


What is the Value to Hoteliers and Global Sales Offices?

Hotel and Global Sales Office Benefits...we understand your pains.

  • You have expended great resources and money to build relationships with buyers and you don't want software to replace that;
  • You receive far too many unqualified leads and lead-spam;
  • You don’t want to pay just to be “considered”;
  • You don’t want to respond to the same lead in multiple formats on multiple platforms;
  • You don’t want to spend unnecessary time creating a proposal or contract if you aren’t on the short-list. (You wish meeting planners understood how much time it takes to respond to RFPs, create proposals, and create contracts). That’s why an eRFI is so much more effective for both sides;
  • You don't want to spend time responding to questions that aren't relevant to the short-list evaluation;

We are addressing your pains, to save you time, increase the effectiveness of your sales efforts, without increasing your costs.

  • It's all about the eRFI form! Save hours of time by navigating via a single response page ("EZ" eRFI) and a more intuitive user experience;
  • You can easily review, manage and respond to eRFIs faster than ever, and with fewer clicks;
  • Our form pre-populates your information so you don't waste time;
  • SourceYourMeeting.com users are qualified buyers;
  • You can sell to the client directly. We help you think differently so you can win the business;
  • Your Global Sales Offices and/or CVB can be notified when you respond, saving lots of phone calls;
  • EASY LEAD MANAGEMENT, communicate with prospects and integrate data with your sales force automation tools to track wins more effectively.

Author: SYM Admin
Last update: 06-08-2018 19:44


CVB's Inviting their Hotels to Register

SYM (SourceYourMeeting.com) is the only procurement and RFP management application that advocates for planners to send all their RFPs to the CVB first. To support this, through August 31, 2018, registered CVBs get an Upgraded account to "Promote Your City" at 50% Off ($174 savings) and they can offer their hotels an opportunity to save 50% ($414 savings) on an upgraded hotel account too.

CVBs just login to their CVB Account and click the “UPGRADE (50% Off)" to upgrade their CVB's account, and inform their hoteliers to go to https://Hotel.SourceYourMeeting.com to do the same.

Sample Email To Your Hoteliers:

Dear Hotelier:

SourceYourMeeting.com has launched a new portal click https://Hotel.SourceYourMeeting.com to make sure you are registered in the new SourceYourMeeting.com portal. All hoteliers register for free and can bid on meetings for free too (Hotelier and CVB Overview of SourceYourMeeting.com).

Though you might find the free account suitable for your needs SYM has enabled our hotels to qualify for 50% Off an Upgraded Hotel Account through August 31, 2018.  Just go to https://Hotel.SourceYourMeeting.com, log in (or create your user account if you haven’t done so already) and you will see that your Upgrade button now says “UPGRADE (50% Off)”. Do this by August 31, 2018. Here is a quick link so you can compare the benefits of an Upgraded Account.

Learn more by calling 703-778-9001 x101 or watch one of these quick snack sized videos.

Author: Peter Hanley
Last update: 08-06-2018 18:31


Tips

Excel: Customizing Reports in Excel

  1. If you would like to reduce the amount of Excel editing you have to do considering using the SourceYourMeeting.com Guest User functionality. This allows your customer to customize their own report and see the online grid for just the projects/meetings you share with them.
  2. Create Macros when you have repeat actions. You know what they say about doing the same thing over and over again.
  3. Once you create a template do Save As so you don't overwrite it by mistake. (SavesAs Template (.xlmt))
  4. Copy a Tab of data to another tab before manipulating the data so you have a starting point to go back to.
  5. Hide columns you don't wish to display, (avoid Delete whenever possible) (Lynda.com has a great tutorial on using the Protect Workbook as well, to protect hidden columns from other users.
  6. Widen columns by the width of the data (Careful not to expand all to the number of characters because comments fields have 1000+ characters)
    1. Double click on the vertical divider line between a columns (or multiple selected columns)
    2. Another function that is helpful is to "Wrap Text" in cells that have Comments
    3. Format (Horizontal Alignment)
  7. Sort and Filter: Here you will want to set your order or filter data
    1. Filters on a single Row or Multiple Rows using "Filter" on the Data Tab in Excel
  8. Preparing to Distribute or Show
    1. Page Setup (Preview / Page view / Gridlines / Row and Column Headings) this is where you will want to:
      1. Change the orientation to Landscape
      2. Adjust the Scaling to fit more on a page
  • Add a customer header and footer for Page 1, Logo, Phone Number, etc)
  1. On Sheet Tab click "Gridlines", "Row and column headings"
  2. Print Titles (Page Layout Tab) allows you to select a row or columns you'd like to show on every page on reports that will print on multiple pages.
  1. Adjust formats of data with Format Painter

Author: Peter Hanley
Last update: 05-16-2018 15:13


Excel: Switch (transpose) columns and rows / Paste Special

If data is entered in columns or rows, but you want to rearrange that data into rows or columns instead, you can quickly transpose the data from one to the other.

https://support.office.com/en-us/article/switch-transpose-columns-and-rows-ed1215f5-59af-47e6-953b-0b513b094dc2

  1. Before getting started we recommend doing a filter or sort on the SYM Online Grid before exporting to Excel.
  2. Transpose:
    • CTRL+SHIFT+SPACEBAR to select all the date in that worksheet;
    • CTRL+C;
    • Click + at the bottom to create a new tab (aka. New Sheet);
    • Right click and select the Paste Special, "Transpose" option (or pull down menu from Paste Menu);
    • Click the top left cell (Cell A1) to deselect all but that cell;
    • Double click the vertical divider line between columns A and B to widen column A to the widest text in that cell;
    • Select the columns to the right of column A that contain data;
    • Click and drag the vertical divider line between Column B & C and drag until you like the width of all the columns;
    • Click "Center Text" icon to Center the Data in all those columns;
    • If you want more text to display in the the longer sections like "Concessions"
      • Highlight the rows and right click;
      • Format Cells, Alignment Tab, Wrap Text

Author: SYM Admin
Last update: 05-16-2018 15:10


What should I do with the Excel version of the eRFI submission (Excel Tips)?

The Excel option allows you to import your responses into your sales system or CRM. Of course you can always print the pdf version as well.

 Below are a few easy key strokes using the Excel "Transpose" function if you prefer to print the Excel version with the columns as rows, basically "turning the data on its side". This will be an ah-ha moment for many of you who use Excel as you will use it all the time now that you've learned it.

 Open the Excel Document

  1. Simultaneously press the "CTRL"+"" keys to select all the data in that worksheet
  2. Press CTRL+C (Which copies the data to the clipboard)
  3. Click “+” at the bottom of the Worksheet to create a new tab (aka. New Sheet)
  4. Click the top left empty cell (Cell A1)
  5. Right click and select the Paste Special "Transpose" option (or choose it from the "Paste" pull down Menu)
  6. Click the top left cell (A1) to deselect all but that cell.

 

More Excel Formatting Tips:

 Double click on Line between A and B columns to widen column A to the widest text in that column.

  1. Select the columns to the right of column A that contain data (Columns B, C, D)
    1. Click and drag column between Column B & C and drag until you like the width of all the columns
    2. Click Center icon to Center the Data
  2. If you want more text to display in the "Tell the planner more", Benefit 1, Benefit 2, Concessions, Global Comments
    1. Highlight the rows and right click
    2. Format Cells, Alignment Tab, Wrap Text

 

Author: SYM Admin
Last update: 05-16-2018 15:02


Excel: Cell Values Starting With 0 (Zip Codes)

Excel was primarily built for working with numbers and doesn't recognize 0 as having any value. If you enter an apostrophe before any number that begins with 0, Excel will retain it.

Author: SYM Admin
Last update: 11-27-2017 16:22


Outlook: Automate filing of emails

A rule automating the moving of emails from your Inbox to a specified folder is shown below. This is great for auto filing Notification emails for instance. For the purpose of this instruction let assume our folder structure in Outlook resembles that in (Fig.1.).

Fig.1. folders structure.

  1. Create a subfolder in your Inbox called "SYMNotifications"
  2. Go to the default Inbox folder and in the Outlook menu select Tools, Rules and Alerts.
  3. Click the New rule 3. Select the Start from a blank rule option, then select the Check messages when they arrive option and click Next.
  4. Check the Through the specified account option and click the specified link in the bottom field.
  5. A dialog box including a list of all defined accounts will display. Select the account for this rule (2.).

Fig.2. Selecting an email account used to receive messages.

  1. Choose the Move it to the specified folder option and in the bottom window click the specified In the folder browser indicate the folder to which the incoming messages will be moved. In this example it's the SYMNotifications folder you created in step 1 (Fig.3.). Click OK.

Fig.3.. Choosing the public folder where the messages will be redirected.

  1. Click the Next button to go to the dialog window of exceptions. Here you may define the exceptions to which the rule will not be applied.
  2. Click the Next The Summary dialog box will display in which you can also enter the name of the rule.
  3. In order to save the entered rule, click the Finish button and then click

 

 

Author: SYM Admin
Last update: 05-16-2018 15:11


Excel: Date Reformatting of an entire column

  1. Highlight the column
  2. Hit ALT, a, e on your keyboard (or Go To Data on the ribbon, Select "Text to Columns"
  3. At Step 1 hit Next
  4. At Step 2 hit Next
  5. At Step 3 click Date, then Finish
  6. Highlight the column again
  7. Hit CTRL + 1 on your keyboard (or Right click and select Format Cells) and select the Date format

Author: SYM ADmin
Last update: 05-16-2018 15:12


DRAFT: Excel: Other valuables Excel items to consider

This entry is in revision and can not be displayed.

Author: SYM Admin
Last update: 05-16-2018 15:02


Important Instructions & Tips For Hoteliers and CVB Reps

Below are important instructions and tips so you get the most out of your SourceYourMeeting.com account:

  1. Snack Size Video Tutorials: Check out our quick tutorials for an overview of SourceYourMeeting.com and to learn how to create your account and respond to your first eRFI.

  2. An "eRFI Link" is unique to a meeting. All hotels use the same "eRFI Link" to bid on the same meeting.
  3. Every user of SourceYourMeeting.com must create and use their own account.
  4. Never forward your user name or password to another user! You can forward an "eRFI Link" or have a co-worker go to Hotel.SourceYourMeeting.com to create their own user account.
  5. ALL hotel responses must be on the eRFI Response Form and submitted by the "Hotel Response Date" or they cannot be accepted (The planner cannot accept emailed responses). (You can offer Alternate Dates and turn down the business on the eRFI Form).
    1. This ensures all the responses for the planner are in one place, saving them hours of cutting and pasting;
    2. If the hotel does not respond on the eRFI Response Form they will not appear on the report the planner shares with their client, boss, committee or other stakeholders;
    3. If the hotel wants to respond after the Hotel Response Date expires they need to have the meeting planner "Extend the Hotel Response Date" in their portal to re-enable the response form;
    4. Please indicate referres (CVB, NSO, etc) on the eRFI Form so they receive notification you've submitted your eRFI.
  6. Turn-down the business: Hoteliers complete the mandatory fields on the eRFI Form and select "Turn Down" on the eRFI. Regardless of whether you have availability always be sure to respond on the eRFI Form so Planners know you care.
    1. If you do not respond on the eRFI Response Form you are left off reports the planner uses when considering future bookings (not to mention that even a No response gets marketing value by presenting the hotel to a client for future consideration);
    2. When you turn business down we encourage hotels to propose alternate dates on the eRFI Response Form. We help our planner users understand the value of considering alternate dates so it increases the chance that your hotel(s) could win the business;
    3. Representative responding on behalf of one or multiple hotels (Ex. A regional rep, sales assistant or lead catcher completing the form on behalf of a local or on-property sales person always logs into Hotel.SourceYourMeeting.com as themselves using their own email address. Once you are into your own account  go to "My Hotels" to add more hotesl to your account so you can submit an eRFI for multiple hotels for the same meeting. You also will be able to identity the sales person you are responding on behalf of on the eRFI Response Form.

Additional Info:

  1. Click an "eRFI Link" from a planner to link a Lead to your account, view the meeting specs, and respond on the eRFI Response Form;
  2. "Leads/Opportunities" shows all the Leads linked to your account;
  3. "Responses" is where submitted or partially completed eRFIs are displayed;
  4. eRFIs submitted for a hotel are viewable by all hotel Users associated with that hotel;
  5. Don't over think it, there are "Click for Instructions" buttons on every page that give you short targeted tips related to what you will need to do on that page.

Understand the difference between Admin Users and other Users:

  1. Upgraded Accounts gain more exposure to planners and to functionality to increase sales effectiveness.
  2. Admins can Upgrade their Hotel/CVB account (Email us to get volume discount for upgrading multiple hotels);
  3. Admins with an Upgraded account can build a "Promote Your Hotel" (Hoteliers) or "Promote Your City" (CVBs) that brings your hotel and city to life and makes it easy for Planners to view key Group related sales content;
  4. When you upgrade a Hotel/CVB account, All Users for that Hotel/CVB are upgraded simultaneously;
  5. The first user to log in for a hotel or CVB is the "Admin" for that hotel or CVB;
  6. Admins can assign additional Admins within "Manage Hotel Users". (There can be multiple Admins for each Hotel);
  7. Admins receive notifications when a User registers to submit eRFIs on behalf of their hotel;
  8. Admins can activate or deactive User accounts for their hotel or CVB;

Author: SYM Admin
Last update: 05-28-2018 00:59


Excel: Other valuables Excel items to consider

Author: SYM Admin
Last update: 05-16-2018 15:14


Internet Explorer Security Settings to enabling TLS 1.1 & 1.2 security protocols

Internet Explorer

1. Left-click the gear icon:

IE_01

2. Select “Internet options” from the dropdown menu:

IE_02

Click the “Advanced” tab,  scroll down and check “Use TLS 1.1” and “Use TLS 1.2”)

Author: SYM Admin
Last update: 11-27-2017 20:15


Internet Explorer Browser Error: This page can't be displayed

 

If you are trying to access an eRFI Link you received from one of your clients and you come to the following page, it is because you do not have the safer security settings (TLS 1.1 & TLS 1.2 protocols) enabled which would allow you to connect to sites that require the higher security standards which SourceYourMeeting.com supports.

 

Below are the 4 quick steps you can do to turn them back on, at which time your browser will allow you to again access the eRFI Link.

 

Author: SYM Admin
Last update: 11-27-2017 20:17


Upgrade Your Hotel(s) to Increase exposure to planners and close more business

Promote Your Hotel(s) - Admins of a Hotel account can Upgrade (or Renew) to Promote your hotel to planners. Extra touches make all the difference;  photos, video, meeting space diagrams, and useful Group related information for the planner brings you and your hotel to life. It will then be one-click accessible to the meeting planners on their reports. Upgrading provides you with enhancements to increase the likelihood you will win the business. Contact your Hotel Admin to request an upgrade (You can identify the Admin for your hotel on your Home page once you log in at Hotel.SourceYourMeeting.com.

  1. Click to see the benefits of upgrading, or visit your "Why Upgrade" page after you login.
  2. Click Here to see a SAMPLE Published Promote Your Hotel page.

How to Upgrade Your Hotel:

  • Hotel Admin: Click "Promote Your Hotel" (left Nav bar) and complete the web page template with the information Planners need. This info will be linked to Meeting Planner reports about your hotel.
  • Note: Since your marketing staff might have more experience with the hotel branding requirements some hotels have had their Marketing Manager create their own "Hotelier" account at Hotel.SourceYourMeeting.com. Once the Marketing Manager has a Hotelier account the current Hotel Admin navigates to their "Manage My Users" page to upgrades the Marketing Manager to also be an Admin . This enables the marketing person to create and design the "Promote Your Hotel" page.
  • NOT the Hotel Admin? Contact your hotel's SourceYourMeeting.com Admin User and ask them to Upgrade from the Home page in your account and provide them with these instructions. 

To publish your site have the Admin complete the "Promote Your Hotel" Template from within their account. Here is a summary of each section:

  1. Hotel section:
    • Sell to the Planner in the Hotel section – tell the planner why they should select your hotel for their meetings;
    • Describe what differentiates your hotel from others;
    • Use bullets and concise statements to describe your hotel;
    • Include links to your hotel’s website and Group related pages.
  2. Documents section: Upload documents that would best promote your property to the Planner, e.g., Catering Menus, Meeting Room Layouts/Diagrams, A/V Lists, etc.
    1. Choose Documents to Upload… to select the photo from your directory;
    2. Enter the user friendly Title of the document in the Document Title field (This is what will display to the planner);
    3. Click Upload;
    4. Add additional documents the same way.
  3. Gallery section: Upload photos of your property so the Planner can view key aspects of the Hotel, e.g. Front Façade, Photos of room types, Reception, Main Ballroom, Grounds, Recommended Area Attractions, etc.
    1. Click "Choose Photo to Upload"… to select the photo from your directory;
    2. Enter the user friendly title of the photo in the Familiar Photo Caption field;
    3. Click Upload;
    4. Add additional photos the same way 
  4. Meeting Services section: Create a description (Service Title) for each service grouping your hotel can offer the planner and meeting attendees, e.g.
    1. Meeting Rooms: provide name, sq ft, room configurations;
    2. Transportation Options;
    3. Vendors: A/V, Photographers, Transportation Providers, etc.
    4. Restaurants: on-property and/or off-property;
    5. Under each Service Title, describe the service and sell the service to the planner. Be creative - use eye-catching fonts, cut/paste links to services on your website, describe how your service is different/better than other hotels, etc.
  5.  Locator Map section: Click the Location Map Button and enter your hotel address to include a detailed Google map of the property location;
  6.  Upgrade Hotel section: Click "Upgrade Now" to Publish it for the Meeting Planners to see. Complete the preferred payment option (credit card or check) and required information to publish;
  7. Publish your "Promote Your Hotel" page section: Click the "What Planners See" link (URK) on the Hotel Page of your Promote Your Hotel Template to see what the Planners will view on your page. It can be useful to have this page open on a separate window while you are designing your page to you can regularly refresh the page and see what your edits look like;
  8. AutoFill section: Review/Complete the fields shown as these will AutoFill on each eRFI response form, when your hotel has an Upgraded Account with SourceYourMeeting.com, saving you lots of time;
  9. Additional Benefits of an Upgraded Account:
    • PDF of eRFI Form: As an Upgraded Hotel Account User, you can download a PDF of your eRFI Response Form for presentation or to share with your colleagues/clients.

Upgrade Now and Start Promoting Your Property to All SourceYourMeeting.com Planners!

Author: SYM Admin
Last update: 05-31-2018 15:52


Referrers (CVB/NSO) » Promote Your City

CVB's Inviting their Hotels to Register

SYM (SourceYourMeeting.com) is the only procurement and RFP management application that advocates for planners to send all their RFPs to the CVB first. To support this, through August 31, 2018, registered CVBs get an Upgraded account to "Promote Your City" at 50% Off ($174 savings) and they can offer their hotels an opportunity to save 50% ($414 savings) on an upgraded hotel account too.

CVBs just login to their CVB Account and click the “UPGRADE (50% Off)" to upgrade their CVB's account, and inform their hoteliers to go to https://Hotel.SourceYourMeeting.com to do the same.

Sample Email To Your Hoteliers:

Dear Hotelier:

SourceYourMeeting.com has launched a new portal click https://Hotel.SourceYourMeeting.com to make sure you are registered in the new SourceYourMeeting.com portal. All hoteliers register for free and can bid on meetings for free too (Hotelier and CVB Overview of SourceYourMeeting.com).

Though you might find the free account suitable for your needs SYM has enabled our hotels to qualify for 50% Off an Upgraded Hotel Account through August 31, 2018.  Just go to https://Hotel.SourceYourMeeting.com, log in (or create your user account if you haven’t done so already) and you will see that your Upgrade button now says “UPGRADE (50% Off)”. Do this by August 31, 2018. Here is a quick link so you can compare the benefits of an Upgraded Account.

Learn more by calling 703-778-9001 x101 or watch one of these quick snack sized videos.

Author: Peter Hanley
Last update: 08-06-2018 18:31


Hoteliers » Responding for Multiple Hotels

Responding for multiple hotels

If you represent multiple hotels, click on the "eRFI Link" you receivef from the meeting planner, NSO, or CVB. Login (or create your user account if it's your first time) and go to the "My Hotels" button on the left navigation.

 

Add all the hotels you represent then go to the "Leads/Opportunities" section, select the first hotel, submit your first bit. Go bak to the "Leads/Opportunities" page click the "ProjectID" again, and select the next hotel you wish to respond on behalf of and so on and so on.

If you already have an account and you are logged in click:

  1. Leads/Opportunities
  2. My Hotels

Author: SYM Admin
Last update: 05-25-2018 03:47