Once a hotel responds to your request, you can review their availability, pricing, and proposal details directly in BoomPop.
This is where you assess fit, ask questions, collaborate with your team, and decide whether to negotiate, move ahead, or explore other options.
Note: If you are working with our Events Studio, your event planner will present proposals to you instead.
When a Hotel Responds: What to Expect
When a hotel replies to your RFP, a few things happen automatically:
You’ll receive an email letting you know a response is ready
The status in your Requests & Bookings tab updates to show whether the hotel is available or unavailable
From there, you can open the response to review details and take next steps.
Reviewing an Available Proposal
When a hotel is available and has shared a proposal, you’ll see a high-level snapshot at the top of the page, including:
Event dates
Estimated total cost
Price per guest
Any calculated savings
The proposal and rate expiration date
Why the expiration date matters: Once it passes, you may need to re-request availability, and pricing or availability could change.
Scroll down to review each section of the proposal, including:
Guest room details
Event or meeting spaces
Food and beverage minimums
Added concessions or inclusions
Any comments or notes from the hotel will appear throughout the proposal to provide context or clarification.
You can also use the arrows at the top of the page to quickly navigate between proposals if you’re comparing multiple options.
Messaging & Negotiating with Hotels
Once a hotel has responded— whether with availability or a full proposal— messaging with that vendor opens up.
This is the best place to:
Ask clarifying questions
Request menus, photos, or additional details
Discuss adjustments to pricing, minimums, dates, or concessions
Need help negotiating? Check out our Event Studio’s negotiation tips or try our AI Negotiation tool for guided support.
If changes are agreed upon, the hotel will update their proposal directly so you can review the latest version in one place.
Saving Internal Notes (For Your Team Only)
Use internal notes to collaborate with your teammates without the hotel seeing your comments.
Add notes to flag questions, preferences, or concerns
React to teammates’ notes using the smiley face button
This helps keep everyone aligned while reviewing and comparing options.
When a Hotel Can’t Accommodate Your Event
If a hotel can’t accommodate your event, the status will show as unavailable.
You’ll still be able to see:
The reason for unavailability (for example, guest room or meeting space constraints)
A short message from the hotel, if they included one
Even when unavailable, you can message the hotel if you need clarification. From this screen, you can also:
Request new dates by sending a new RFP
Archive the vendor if you no longer want to keep them in view
Once a proposal reflects all final details and pricing, you’re ready to move forward.
From here, you can accept the proposal and request a contract to lock things in.
TL;DR
You’ll get an email and a status update when a hotel responds to your request
If the hotel is available, you can review dates, pricing, savings, and detailed proposal sections
Message the hotel directly to ask questions or negotiate changes
Use internal notes to collaborate with your team (hotels can’t see these)
If the hotel is unavailable, you’ll see the reason and can request new dates or archive the vendor
Once everything looks right, you can move forward and request a contract