FREQUENTLY USED WEBSITES

• ProposalPath 
• Pipeline Deals
• Master List - you will be emailed direct access / favorite link to your Bookmark bar
• Proposal Tracker - Tab on the bottom of the Master List document
• Add on Pricing - you will be emailed direct access / favorite link to your Bookmark bar
• MMI Branding Guidelines

QUICK LINKS

• ProposalPath

TIMELINE 

• Client requests proposal
• Request proposal base from Event Tech (includes establishing sections, adding photos, and adding property highlights)
• Finish proposal once Event Tech is done doing the base and send to client
• Client may request more options or ask for a narrowed down proposal / may need to clone proposal to work on second version
• Once the client has chosen an option, clone the proposal and refine to be the final option with all the correct program components
• Add deal to Pipeline Deals and officially request contract from vendors
• Work with contracts team to finish contracting
• Client signs and pays first invoice
• Event Tech team begins Website and Registration construction
• Kick-off meeting with Event Coordinator, Flight Coordinator, Event Tech Lead, and Sales
• Internal review of website (Sales executive review and Event Coordinator review, if they are assigned)
• Client review of website 
• Event Support turnover (Event Coordinator, Sales Executive, Flight Coordinator, and Event Support team join)
• Website/registration launch
• Internal Pre-Con 
• Client Pre-Con
• Program travels
• Internal Post-Con
• Client Post-Con

SALES TEAM TERMINOLOGY

• ProposalPath/BlueBuzzard - online software used to build and send proposals to clients
• Proposal - presentation of options for an event the client would like to host for their attendees
• ES / Event Support - Employees who help attendees with requests as they register and during travel
• EC / Event Coordinator - Employees that plan and execute program details
• FC / Flight Coordinator - Employees who book flights for attendees
• ET / Event Tech - Employees who build marketing websites, event websites, and mobile apps. They help with issues that come up during registration, alongside Aventri support. 
• Pipeline Deals - CRM software to track clients and deals
• Deal - projects/events you're working on for a client
• Supplier/Vendor - separate company providing a specific service for the event your planning
• Client Agreement - a contract between MMI and the client
• LOU - Letter of Understanding / a simplified version of a client agreement
• Addendum - an addition or change to a contract that has already been signed
• DMC - Destination management company / helps offer services in the region you are planning an event (such as airport transportation, decor, tours)
• RFP / Request for proposal - sending a request with all the information about the program so the vendor can put together a proposal for you for the services they can offer you within your budget
• Full Package - when a program includes hotel, flights, events, etc in one package price per person
• Cost-Plus - when a program has everything lined out a la carte and the client pays a % markup on each item rather than a package price. 
• FIT - Families and individual traveler travel (we don't handle this business, rather our sister company Morris Columbus does)
• EP - European Plan - Food is not included in the price of the room and at the attendees own expense
• All-Inclusive Plan - When a hotel offers food and beverages in the price of the room. Attendees do not need to pay for these while onsite.
• TD - Trip Director who accompanies the client and attendees during the program to make sure all the program components are carried out successfully

ProposalPath

Quick terminology guide:

• Sections – portions of the proposal you can enable/disable based on what you need. Sections include information that includes option details, documentation, MMI services, and more. 

• Availability Chart – link on left hand menu that adds a map that shows at the bottom of the proposal showing property locations

• Media – link on left hand menu to add large photos at the top of the proposal that auto-scroll

• Links and Attachments – Any additional info you’d like to provide such as DMC proposals or company specific marketing pieces

• Finish – section used to customize your URL for the proposal and move your proposal from a Draft to Completed

• Preview – use this section at any time to view your proposal

• Asset Management – the photo library within ProposalPath that can be used by the entire company

• Save Changes green button in Sections – click this save constantly to ensure your changes are being saved!

• Drafts – When you first create a proposal, it will automatically be placed under Drafts

• Completed – When you are ready to send to your client, you’ll transition your proposal from Drafts to Completed. If a proposal disappears from Completed, you’ll likely need to do a filter to change the date range.

• Snippet - pre-created section that can be added to a proposal with a click of a button.

Creating a proposal:

• Once logged in, click the green New button in the top right-hand corner

• Click Meeting Options to use the premade template

• Add the details for the proposal:

  • Title – usually the client’s name and year proposing. Sometimes an event has a name like President’s Club that you’d use here.

  • Customer Name = client company name

  • Contact Name = client contact you’re prosing to (or just put your own name)

  • Contact email = client contact email you’re proposing to (or just put your own email)

• Click Create Document

• The next page is the document text that is OPTIONAL to show at the top of the proposal. For MMI, we have this turned off since this same text is basically already in the email we’ve sent to them with the proposal link.

• Click Sections on the left-hand side menu

  • From this page, you’ll adjust all your proposal details using this template base text as a guide. You’ll want to click the green Save button in the top left corner OFTEN to make sure all changes are being saved.

  • In each option section there is a header table that is available in case you’re proposing a cruise and need to add the port schedule in. If its not needed, simply delete it.

  • Pro-tip: If you’re copying and pasting content, be sure to paste into ProposalPath as plain text by pasting using Ctrl+Shft+V. If you don’t do this, the formatting will be messy.

If you’re having issues with formatting, simply click the “remove format” button shown below.

• Add a photo to the top of each Option section (above the Hotel Name) by using the Image icon in the toolbar. Either upload a photo (if its not in the library already) or search in the library for a photo. 

  • You'll want to resize the photo after you've added it. Right click on it to start editing and then change the width to 80% and delete out the height number. This will resize it to 80% the screen area. 

• Be sure to update each section listed. The lower sections talking about Additional Details/ Airfare/ Documentation/ Proprietary Info all need information updated.

• Once you’re done updating all the copy, and you’ve saved all your changes, click Availability Chart on the left-hand side menu

  • The availability chart is a map that will display at the bottom of the proposal showing each location you’re proposing. This is optional—but a cool feature.

  • You’ll want to add “Venues” in the order in which you’ve listed them on your proposal (ie Option 1 / Option 2 / Option 3)

    • Click the Add Venue to Chart button to add destinations

    • Under Venue Name, start typing the name of the property and it will usually autofill the address info. If it’s a newer property, you may need to add in the address.

    • You only need to add Name and Address to show on the map. Click Add if you want no other info added.

    • Add any remaining options using the same instructions

• Click Media on the left-hand side menu to add scrolling photos to the top of your proposal.

  • Under the Photo Library section, you’ll see all photos added to the entire ProposalPath account. You’ll search per folder name (whether that be destination or hotel) and simply click on the photos you’d like to scroll. When you click on a photo, it’ll add it to a new section “photos on this document” so you know what you’ve already added.

  • Pro-tip: the title of the photo shows when the photos scroll, so always adjust the file title prior to uploading into the library.

• If you’d like to add links or attachments to your proposal, click Links & Attachments on the left-hand side menu.

• To preview how your proposal looks, click Preview on the left-hand side menu.

• If you’re proposal is complete and you’re ready to send it to the client, click Finish on the left-hand side menu.                

  • There are two buttons under Finish – click the green button to transition your proposal from a draft to Complete. This means the proposal will move from your Drafts folder to your Completed folder. It is still able to be edited if needed!

• • Pro-tip: Customize the URL! Do this after clicking the action Finish. On this page, you’ll see the URL of the proposal. In the top right-hand corner there is an Additional Send Options button, click that and choose “A custom URL of your choosing”. Under the Slug section, change that to a phrase you’d like. Such as “MMIPresidentsClub2023”. Click Save.

Adding photos to use in your proposal:

There are two scenarios for adding photos. Photos already exist in the Media Library and you can add them in directly in the Sections editor by searching under the dropdown "image list". Alternatively, if the photos you're wanting to add are new and need to be added to the library, follow the instructions below. 

Before you can add a photo to each Option within the proposal sections, you’ll need to add it to Asset Management.

Be sure to check the current Photo Sets to make sure you’re not adding duplicate photos!

• In the top right-hand corner of the screen there is a tiny little gear – click that and then choose Asset Management.

• On the right-hand side you’ll see sections

  • Photos – all photos

  • Photo Sets – folders for photos

• If you are adding any new photos to the library, you must first create a Photo Set (folder) then you will go into the Photos section to add your photos to the Photo Set.

  • Pro-tip: Adjust the title of the photo once it is uploaded into the system. This title shows when photos scroll at the top of proposals.

• • Pro-tip: Adjust the width to 80%. Having it as a percentage will make it mobile friendly!

Cloning a proposal:

If you’d like to use an old proposal as a base for a new proposal, rather than starting from scratch – it is easy to do!

• Click into either Drafts or Completed to find your proposal you’d like to clone

• Click the little gear wheel to the left of the proposal name, then click Make a Copy.

• From here, edit like normal!

Adding a user or adjusting user details:

• In the top right-hand corner of the screen there is a tiny little gear – click Settings for Your Company Name

• On the left-hand side menu, click Users

• From here, you’ll see a list of users in your account. You can adjust their photo and profile details here, or reset and send their passwords.

  • Pro-tip: If you want your users to have access to all employee profiles/proposals, they’ll need to be a “Manager” user type.

Creating a snippet:

To create a snippet, follow these steps:

Left side of screen:

Example:

Adding a snippet to your proposal:

When you are in your proposal, click into the section you’d like to add a snippet and then click the Snippets button at the top. Click on your snippet and it will pull it into the section.