Venue Sourcing - Supplier Network

Esily review and send RFPs to Hotels and Venues.

The key benefits of using the supplier network are

  • Centralisation - formalise/centralise venue sourcing
  • Customisation - RFPs within CSN can be customised based on an organisation's unique event details and requirements
  • Visibility - Gain insight into all sourcing spend and track savings from initial bid to awarded rates across an entire organisation
  • Tracking - Report on spend at individual properties and chains that you frequently work with to strengthen negotiating power

There are two ways in which you can source venue's, manually by using or creating an Request for Proposal (RFP). This gives you access to search over 245,000+ venues to get their rates and availability.

Task Management
  • Within an RFP, a “to-do” list can be created with a name and description of the task.
  • Individual tasks can be assigned to a specific user with the following attributes: Priority Level (Low, Medium, High), Start Date, Due Date, Reminder Date (automatic reminder email will be sent to the assigned user).
  • Full task lists can be pulled in reports for a single RFP or across multiple RFPs.
Budget Management
  • Provides the ability for you to create a budget that includes a combination of fixed and variable cost items
  • Budgeting reports will allow for you to display cost at different stages of a budgeting lifecycle as well as cost savings.
Cancelled Space Management
  • When a contract with a venue is cancelled and the venue issues a “credit” to use the space at a rescheduled date, the details can be stored within Cvent.
  • Properties with a “credit” to be used can be marked within search results and easily filtered.
Negotiated Rate Storage
  • Hotel room rates that have been pre-negotiated (primarily for business transient use), can be stored within Cvent
  • Rates can be set at the Chain, Brand, or individual property levels.
  • These rates are also available as filters within the Cvent search results.
Preferred Venues and Supplier Categories
  • Venues can be grouped into customized categories for easy reference and for filtering of search results.
  • Search results can be sorted to have certain supplier categories appear first.
  • Supplier categories can be created at the Chain, Brand, or individual property level.
Rate History Storage
  • Historical rate information can be uploaded into Cvent for users to reference.
  • Cvent automatically stores quoted rates in a venue’s history.
Organizational Profiles
  • Client information can be stored within Cvent and easily referenced on an individual RFP.
  • As an organization’s details are required for an RFP, this will help avoid any re-keying of data.
NSO/ GSO Connectivity
  • Hotel contacts can be created within Cvent.
  • Contacts can be associated with an individual property, brand, or entire chain of hotels.
  • Personal contacts can copied on an RFP when sent to one of their properties, or they can be utilized to distribute an RFP to any properties within their coverage area.
Custom Questions
  • Users can create customized questions for their RFPs to gather specific information from suppliers.
  • These questions can also be made mandatory.
  • Questions can be stored in a library for an individual and/or all users to access.
  • Questions can be set as a default for any newly created RFPs.
RFP Preferences
  • Indicate specific fields suppliers need to provide in a proposal. Proposal fields (ex: cost of internet, valet parking, resort fee, etc.) can be required, optional or hidden. Preferences can be set up to appear on each new RFP by default.
Custom Branding
  • An organization’s logo can be used as the RFP header when the RFP is exported into a .PDF format.
  • An organization’s logo can be placed within the application for all users to see.
Custom RFP Fields
  • Customized RFP fields can be created to assign various attributes to an RFP for reporting purposes (i.e.-type of meeting, office location, project manager, client name, etc.).
  • Fields can be required during the RFP creation process, to ensure consistency in the collection of the data across all account users.
  • For reporting, fields will operate as additional filters in order to run reports by any particular field collected (i.e.-RFPs by office, by project manager, etc.)
RFP Approval Process
  • Roles for individual users can be defined within Cvent that can allow a user to ONLY create an RFP. In order for the RFP to be sent out to venues, an approver must provide approval on the RFP. This feature is not turned on by default.


Reviewed and Approved by Product Team