Building a Proposal

• Copy a template or skip for new
  • Using a branding template with a few articles can be a time saver
  • You can copy an existing program, but remember the costings will not be updated from your content library
• Enter Details
  • Program Name
  • Primary Client Contact
  • Dates
  • Destinations
  • Size
  • Profile
  • Description
  • Probability (for your reporting)
  • Estimated Value (can be added after costing)
  • Rebate or Commission (if applicable)
  • Submit
• Event Schedule
  • If it has a COST associated with it, it must be entered in the event schedule. An example would be ‘Program Management’.
  • Add notes into the events if applicable
• Proposal
  • Add client logo
  • Review Table of Contents and re-order if required
  • Add any Articles (no cost) items if applicable. Example: Emergency Procedures
  • Populate each Item with content from your library. Some items may require multiple blocks of content - example: Optional Tours
  • Build custom content if required (ideally in content library for future use) and then add to Proposal
  • Add custom content & articles to personalize for this specific client
• Costing
  • Add quantity of guests to each section
  • Adjust costings, add costings, review margins
  • Bundle costs if applicable - often used for activities if you want an estimated price per person
  • Hide costs if applicable
  • Exclude costs from total if applicable
  • Review commission, management fee if applicable
  • SAVE a version when costing complete and note that version will be sent to client
• Providers
  • Assign providers if needed
  • Place holds if needed
• Client
  • Publish Proposal
  • Publish Costing (if applicable) - remember, the client can download the costing with only a timestamp, so it is critical to save a version of the costing if you are going to continue to work on the active version
  • Print Friendly View - for clients who want to view in word
  • Message to Client entered
  • Preview this Proposal - client view
  • Attachments - clients can access these attachments. Example: menu’s, floor plans
  • Send from Viper - recommended
  • Send from your Email - backup option
• Analytics
• Documents
  • Contract will be generated from here
• Payments
  • will be populated here for client and providers
• P&L
  • Will populate from costing and payments
• Files
  • Internal documents can be stored here
• Status
  • Change status from new or draft to denote it has been sent to client

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