The Cover Letter provides essential general information about the RFP. It is divided into three sections: Airline Contact Details, Introduction, and Crew Details. All invited hotels and hotel groups will have access to review the details entered in this section. Fields marked with an asterisk (*) are mandatory and must be filled out before proceeding. The system highlights these fields in red, if left incomplete.
Airline Contact Details
This section contains general information about the individual responsible for the RFP / you. You can choose whether to display your email and phone number, to be reachable directly for hotels.
- Title: Options include: Mr, Mrs, or Other
- First Name*: The first name of the contact person (e.g., Jane)
- Last Name*: The last name of the contact person (e.g., Doe)
- Position*: The position of the contact person within the company (e.g., Manager)
- Email (Optional): You can provide an email address for communication (e.g., janedoe@gmail.com)
- Phone Number (Optional): You can provide a phone number (e.g., +49000000)
- Company Name*: The name of the airline or organization responsible for the RFP
- Company Address*: The address of your airline / organization (e.g., Street 1, 12345 Frankfurt)
- Alternate Contact: You can choose to provide an additional alternate contact. By clicking the box Add Alternate Contact, another airline contact details field will appear below
Introduction
This section is meant for a generic message for the invited hotels. Please provide an overview of your airline and the destination being sourced. Examples might include the purpose of the RFP or notable details about the airline’s operations.
Crew Details
This section captures detailed information about the flight schedule and crew room demand. We recommend displaying the information as detailed as possible to avoid further questions.
- Room Demand Time Frame: Are you sourcing a daily allotment or are you sourcing based on an annual volume? Per default, daily is auto-selected, but can be adjusted.
- Split Room Demand: Are there different requirements for cockpit and cabin crew? In case there are, the system will display separate tables for cockpit and cabin room needs0.
- Flight Plan Visibility: You can decide whether to publish the flight arrival and departure times.
- Room Demand Range: If you do not know the exact number of rooms needed, you can provide a range (e.g., 5-10 rooms).
- Crew 1 Title*: Give the crew a name, especially if sourcing for different crews. It will be visible on the hotel side. If the hotel can only accommodate one crew and will only bid for that, it is highly recommended that each crew is given a distinctive name to avoid confusion (E.g., Early Crew LGA, Late Crew LGA…, etc.).
- Company Logo: Kindly insert the company logo. It will not be copied from the last step.
- Comment Box: You can use this field to include additional details or specific instructions related to the flight schedule or crew room requirements.
- Crew Room Requirements: For each weekday (Monday to Sunday), kindly specify the minimum and maximum number of rooms needed for the cockpit and cabin crew. (if, applicable)
Note: The minimum value should be less than the maximum value. If this rule is not followed, the demand will not be saved successfully. - Flight Arrival and Departure Times: Kindly provide flight arrival and departure times per weekday (if, applicable).
Add another Crew: If you are sourcing for more than one crew, you can choose to add an additional crew with different details. By clicking the box Add another crew you can provide the information for another crew below crew 1.
Once all mandatory fields are filled out, you can continue editing the RFP and proceed to the next step by clicking Timeline & Rates or the next button.