For many events, the request is the first moment of contact with the client and should therefore be user-friendly, well-organised and a good presentation of your product range. That is why we have improved the design of the request widget and introduced a new version.
The goal of a request for proposal tool is for the client to create a first draft of his/her event. This means we are talking about a non-binding inquiry, compared to a booking module (which regularly lead to a loss in conversion).
Pro Tip: The MICE Pro package lets you create multiple RFP widgets, ideal for websites with event-specific landing pages. This removes the need for clients to select an event type in step 1 and lets you decide per event type if a location selection is required, streamlining the process.
There are a few fixed steps in the request for proposal tool:
Orientation questions
Locations (optional)
Packages
Event setup
Contact details
You can optionally skip step 2, where you select a location. The other steps are mandatory and cannot be skipped.
Step 1: Orientation questions
The lay-out and questions are pre determined. These questions collect essential information on which suitable options are presented to the client.
Event type (kind of event)
At event types (setup > settings > event types) and at 'widgets' in the setup environment (setup > widgets) you can decide which event types are shown.
By linking an event type to a package, after selection of (for example) 'meetings', only meeting packages are shown.
Likewise, you can also link event types to locations. This ensures that, for example, no meeting rooms are shown while creating a draft to organize a wedding.
Pay attention! In case no event types are linked to a package or location, all options are presented by default.
Tip: To see which event types are linked to certain packages or locations, you select the 'quick edit' view in the package and location environment (in setup).
Step 2: Select locations
During step 2, the client can select a location.
In case you created specific packages for a room/location, you can add these per package.
You can choose to turn off this step (select location). If no location is selected, the event will be planned at 'no location'.
Step 3: Select package
In step 3, the applicant selects a package. This step is mandatory.
Per request, 1 package can be selected. Subsequently, you will see it's content identical as to how you added them at setup > packages.
💡Offer a suitable room for every group size, so applicants always have a choice and don’t end up at a dead end.
Step 4: Event setup
After selecting a package, the next step is allowing the applicant (if set) to change times and add extra products to their event.
You can decide whether the applicant is able to update the time and duration of activities, and if they are able to change an activity's duration.
💡Offer a suitable package for every group size, so applicants always have a choice and don’t end up at a dead end.
Step 5: Contact details
You can decide on whether or not certain contact details are mandatory to fill in.
Decide the design of the event setup section yourself via setup > widgets. It is, for example, possible to choose whether or not the timeline is shown so the client can adjust the times of the event, and decide if the suggestions are shown as pictures or in a list.
The end result
Go to setup > widgets. Subsequently you can see the widget's design by clicking on the link (see image below).
At this screen (widgets), you can also change the layout, titles and text. Walk through the options step by step.
Extra fields
It is possible to create 'extra fields' to collect more information. At setup > widgets, go to 'extra fields' and click on '+ add item' to create an extra field.
Extra Field Types
The following types of fields are available for an extra field:
Single-line of text: The applicant can enter a single line of text.
Multiple lines of text: The applicant can enter multiple lines of text.
Choice options: The applicant can select from predefined options.
Yes/No question: A checkbox is added that the applicant can tick (equivalent to 'Yes').
Custom field: Link the extra field to an existing custom field.
Required or Optional
Decide for each extra field whether it is required or optional to complete.
Applicants cannot submit their request if a required (extra) field is left empty. The field will be highlighted in red to indicate this to the applicant, and they will see the notification below.
Confirmation
Configure whether a thank-you message is displayed after a request is submitted, the client is redirected to another page, or a confirmation email is sent.
Thank-You Message
Create a custom thank-you message to be shown after the client submits their request. This message will appear immediately after clicking 'Request Proposal'.
Redirect to Thank-You Page
You can set up a dedicated page on your website where users are redirected after submitting a proposal request. Simply add the link (URL) to this page in the 'Redirect to Thank-You Page' field.
Confirmation Email
Enable the confirmation email and compose a message that will be sent to the client’s provided email address after they have submitted their request.
Set up the request widget with the setup wizard
To simplify and streamline the process of setting up the request module, we've designed a user-friendly wizard. This tool provides real-time feedback, allowing you to see how your changes will appear in the request module.
By default, the mobile view is displayed. You can switch to the desktop view to optimise the module's appearance for both smartphones and computers.
Switching Between Mobile and Desktop Views
The mobile view is displayed by default on the right side of the screen. To switch to the desktop view, click the desktop icon below the preview (see the image below).
Installing the request widget on your website