GPS makes it easy for planners to efficiently source hotels based around an event venue, submit RFPs, compare bids, and contract room blocks within a single integrated application.

Venue Sourcing/RFP

Once logged into GPS you can create a new RFP by clicking on the "Create New RFP" link in the left navigation bar, if navigation bar is closed this link is represented as a "plus icon". If you are on the Dashboard, you also can create a new RFP by using the "Create New RFP" link that can be found under the Quick Links panel.

Enter Event Data

  • Once you are on the Edit Event page, you will need to fill out the required fields. 
  • The required fields are represented by a red asterix (*). 
  • For details about different sections on this page please refer to the Edit RFP page.

Select Hotels and Send RFPs

Once you have filled out the information for your RFP you will be able to send your first RFP to a property. 

From the Send RFP page simply select the properties that you would like to receive a bid from, and click the "Send" button. Some properties maybe missing contact information, if this is the case you will need to contact the property and attain the proper contact information. You will then need to fill in the property contact information in the appropriate RFP Recipient field. Once you have sent an RFP it will show in the Delivered RFP panel, along with it's current status: Sent To Hotel, Sold Out, Pending Review, Forwarded.

For more detials please refer to the Send RFP page.

Compare Bids

From the Compare Bids page you can quickly review and compare bids that have been submitted by properties. The Accepted and Pending Bids panel will list all submitted bids, listing rates and blocks by date:

  • Clicking the "View RFP Response" link will open the RFP for a property allowing you to view all of the information submitted by the property. 
  • Clicking "Recreate and Resend Contract" will do exactly that.
  • Clicking the "Decline" link will decline the bid (only available if no reservations have been made).
  • The Declined and Expired Bids panel show displays declined and expired bids, this can be found near the bottom of the page.

Contract Blocks

You can view all contracted blocks from the Rooms Overview page. The Rooms Overview page provides you with details for each property's block status, release date, waiting list count, on-hold room count, pending confirmations, cancellations, and changes. By navigating to different tabs you will be able access reports for public availability, pickup/availability, and revenue. From the Block Summary tab you can access the Rooms Manager page, where you can manage your rooming list, block and rate, and tax and policies. The Block Summary Tab also provides you access to the Property Contacts page for each property, where you can edit the primary contact for a property, manage rooming list access and contacts, and send one-time emails.