A valid option period is required for the event enquiry, quotation request and booking.
1. Adjust option period
2. Notify service provider
What is an option period? The option period defines the period in which the option - for example, the acceptance of the offer by the customer - is possible. This means that the offer can be accepted until the end of the option period.
In the MICE portal, the user can determine the length of the option period himself. This is binding for all event service providers in a project. By submitting an offer, the event service provider accepts the option period selected by the customer and thus grants a defined period for accepting the offer.
If the option period expires and the offer is not accepted, i.e. not booked, the option period expires and the offers can no longer be booked. The option period must be requested again from hotels and event providers and confirmed.
Please note: If a release process is integrated in your MICE portal, this cannot be carried out if the option period has expired.
The extension of an option period within a release can be triggered by the conventional process, but can also be carried out using the special message template 📄 ‘Extend option period (release process)’. The service providers are thus informed of the reason for the extension (is in the release process).
The extension of your option period works as follows:
Adjusting the option period
- Open the project overview.
- First open your process.
- Scroll down to find your option period.
- If this has expired, click on ‘Change option deadline’.
- A field will open in which you can enter your desired date.
- A calendar will open for an optimal overview and input.
- After entering the new option period, select ‘Save new option period’.
If you extend the option period, the selected service provider must be informed.
The easiest way to send the option extension to the service providers is to send an automated message to the providers immediately after the option period has been changed.
Our tip: Choose a date that includes a longer period of time.
This will give you and the service provider enough time to submit and accept or confirm offers.
Notify service provider
Please note: You can see the information status of the hotel or location by the warning triangle in front of the name of the service provider (red warning triangle, change not yet changed, yellow warning triangle, change sent, feedback from the service provider still pending).
If you also want to send changes or information to the hotels, please use the ‘Contact function’
- Click in the box (checkbox) next to the service provider to select the hotel.
- Then click on ‘Contact’.
- A pop-up will open where you can choose from many message templates
- In the second field, you can address the hotel personally.
- Once you have selected everything, click on ‘Send’.
Multiple selection: If several hotels or locations need to be notified for your project, it is possible to make a multiple selection by ticking the boxes (checkboxes). This means that all service providers are informed with just one message and no individual messages need to be created.
You have now successfully sent the extension of the option period to the service provider(s).
The change must still be confirmed by the hotel, as the offer is held for you by the hotel or location for this period.
