Cvent

Cvent is our primary platform for venue sourcing and RFP management. It connects directly to the hotels and venues we work with and keeps the sourcing process consistent and professional. Think of Cvent as the engine for venue searches that feeds into our project tracking in Copper.

• Venue Sourcing: Use Cvent to research and identify venues that match client needs, budgets, and preferences. Cvent allows you to filter by location, size, amenities, and more.
  
  

• RFP Creation & Management: Draft RFPs in Cvent and send them to multiple venues at once. Track responses, deadlines, and follow-up questions inside the platform. This creates a single record of all communications with venues.
  
  

• Proposal Review: Compare venue bids side by side in Cvent. Use the built-in tools to highlight differences in cost, concessions, and services before narrowing down to client-ready options.
  
  

• Contract Negotiation: Once a client selects a venue, log notes in Cvent about negotiation progress (room blocks, meeting space, catering, AV, etc.). Finalized terms should also be reflected in Copper for the team.
  
  

• Reporting & Post-Event: After the event, use Cvent reporting to evaluate performance and outcomes. These reports help us refine sourcing strategies and improve client satisfaction.
  
  

Best Practice:

• Keep Cvent focused on venue-specific work.
  
  

• Use Copper for the overall client/project record.
  
  

• Use Drive for saving signed contracts and supporting documents.