Only one request can be open per location, during a date range. You can, however, search other locations simultaneously. If you want to revisit a search location or date range that is already open, you can edit the criteria or stop the bidding and submit a new request.
Be very specific in your search criteria (budget, number of rooms, etc.) and further narrow your search by selecting specific location, star rating, and other options after the results screen. You can also sort to see the most relevant results.
Q: What if the contact at the hotel asks to take the process outside of Simple Meetings?
The initial contact, offer acceptance, and contracting portions of the process should always take place within Simple Meetings in order to ensure the data is captured and customer service support is available. Let the hotel know that you’ve been instructed to work within the tool and escalate any issues to your designated Simple Meetings planner. You will receive an email from your planner shortly after you submit your request.
Q: What if the hotel I prefer is not appearing in the search results?
Simple Meetings has partnerships with most hotels, but there may be a rare occasion when you are unable to find a specific hotel in a particular location. In these cases, reach out to your designated Simple Meetings planner – they may be able to help get your preferred hotel signed up for the program. You will receive an e-mail from your planner shortly after you submit your request.
Response rates vary by hotel. You will likely see a few bids returned immediately, while some may take a few hours. The search page will refresh automatically as new bids come in, and you can also choose to leave the page and come back later to review the new responses. Your search will remain active in Simple Meetings until you accept or stop the bidding.
Q: Where are the full details of a hotel’s initial offer and rate?
The hotel will provide their initial sleeping room rate on the left side of the bid. The bid will include details in the comments section. If you have any questions about their offer, click ‘Contact Hotel’ or ‘Request Call’ to be put in touch with a hotel sales representative.
Q: What if the hotel I want says it is not available? Answer:
The hotel may respond and say they are unavailable. The bid will be updated to indicate that. If you remain interested in the property and would like to verify availability, contact the property directly. If you are able to reach an agreement, direct the hotel to update their bid in Simple Meetings to ensure the request and contract are captured correctly.
Once you and the hotel agree on the terms of the contract, the hotel will send you an e-contract within Simple Meetings. Please review all details, terms, and conditions. After you sign the contract, the space and rates are locked in. You can also attach an addendum and execute a contract outside the tool.
Q: What is the difference between a standard and configurable addendum?
A standard addendum is offered during the RFP process, as part of the Foundation package; a configurable addendum is offered in the Enterprise package, with the flexibility to add it at any point during the contract process. (For information about the packages available, see question under account settings.)
Once signed, the contract becomes a binding, legal document. Carefully review all of the guest room/meeting space information, business terms, and cancellation policy prior to signing. If you have any questions, please contact your designated Simple Meetings planner.
Q: What’s the difference between the Simple Meetings Foundation Package and Enterprise Package?
The Foundation Package is the standard, entry level package; the Enterprise Package is more robust, with configurable options and enhanced reporting. Contact your designated Simple Meetings planner or email SimpleMeetings@bcdme.com for more information.
Q: Can the Hotel Search tab be turned off so that users do not have the ability to book eight or less sleeping rooms?