When a client is ready to book, BoomPop routes the contract request to you and gives you everything you need to upload, prepare for signature, and confirm the booking.
Depending on the event, you'll either work directly with the client (self-planning events) or coordinate with our events team, who will act as your main point of contact. Either way, the steps in Partner Hub are the same.
Receive a contract request
When a client requests a contract, you'll get an email notification and your inquiry will update to show a Contract Requested status in your inquiries tab.
Once you're within the individual inquiry, click Upload Contract to get started.
Choose how to send the contract
Send a draft: If you'd like the client to review the contract before it goes out for signature, select this option. You can send multiple drafts if needed. The client can download the file, mark it up, and send feedback through platform messaging or email.
Send for final signature: If no draft review is needed, select this option to send the contract directly for signature.
Set up signatories
Whether you sent a draft or went straight to final signature, the next step is the same: you'll need to upload the final version of the contract and set it up for signing. Here's how.
First, select who is signing on behalf of the property.
Choose your signer from the dropdown, which includes everyone in your Partner Hub account. If the person isn't listed, you can invite them as a new collaborator.
If needed, you can add up to two signatories on the hotel side by using the Add more button. You can also CC up to two additional people who will receive contract notifications but won't have signing access.
When you're ready, select Next to continue.
Upload and prepare the contract
Upload your contract as a PDF or .docx. This will open an embedded signing tool where you'll place the required signature fields.
At minimum, you need to place:
A signature field for the event organizer
A signature field for the property
Use the dropdown at the top of the tool to switch between signers and drag fields from the panel into the correct position on the document. Fields appear in different colors depending on which signer they're assigned to.
You can also add fields for name, title, initials, company, and date if needed.
Should you need to delete any fields, select the field then use the trash can button on the right side of the page.
Once all required fields are in place, click Save Template to finalize the document.
Set contract details
Lastly, before sending we will need a few final details about the contract:
Contract expiration: Choose from 7, 14, or 30 days, or set a custom number of days. The contract will expire if not signed within this window.
Total contract value: Enter the full value of the contract. Update the currency if needed (it defaults to whatever is set on your account).
Payment link or authorization form (optional): Include a link to your payment portal or attach a credit card authorization form if needed.
Click Next to review the booking summary, which includes the event dates, room nights, total contract value, BoomPop's commission, and IATA number. When everything looks correct, click Send Contract.
You will then be asked to confirm; select Send when you're ready to share the contract with the client.
After sending
Once sent, your inquiry will update to show the contract is out for signature. From here you can:
Download a copy of the contract to review what was sent
Edit contract details (value, signatories, expiration date) before the client signs
BoomPop will send the client a reminder after 24 hours if they haven't signed.
If you have questions or need to follow up while the contract is out, reach out directly to the client for self-planning events, or to your events team contact if you're working with our team.
Countersign the contract
Once the client's signatory has signed, you'll receive a notification that your countersignature is needed. Your inquiry will show Action Required: Your signature is needed.
Click Sign Contract. The signing tool will load and you'll follow the same process as the client: add your signature, complete any required fields, click Continue, then I Agree.
Once both parties have signed, the contract is fully executed and both sides receive a copy automatically.
Confirm your booking details
After the contract is fully signed, you'll complete a few final steps to confirm the booking in Partner Hub.
Commissions contact: The person who handles commission payments on your side
Rooming list coordinator: The person who will manage the rooming list
Rooming list due date: Set a realistic date — this can be updated at any time
Event dates: Confirm the dates as booked
Attrition rate: Enter the agreed-upon attrition percentage
Total contract value: A final confirmation of the contract value
Once everything is filled in, click Confirm Booking. You'll then be prompted to introduce your team to the appropriate contact— the client directly for self-planning events, or your events team contact if you're working with our team.
The booking is now complete! You can view or download the contract at any time from the inquiry page, and update the contract value later if anything changes.
TL;DR
When a client requests a contract, click Upload Contract from your inquiry
Choose to send a draft for feedback or go straight to final signature
Set up your signatories, upload the contract as a PDF, and place signature fields for both parties
Set the expiration date, contract value, and optional payment details, then send
Once the client signs, countersign from your inquiry page
After both parties sign, confirm your booking details and click Confirm Booking