If you’re unable to accommodate a client’s requested dates but can host their group on alternative ones, sharing those options is a great way to stay in consideration.
While date flexibility isn’t guaranteed, offering alternatives gives clients more visibility into what’s possible and helps maintain momentum.
When to share alternative dates
It’s most effective to share alternative dates when the original request doesn’t work but your property can fully support the group on other dates.
This is a good fit if:
Guest room or meeting space availability is limited on the original dates
You can meet the client’s full needs on different dates
The event would otherwise be a strong match for your property
Even if the client can’t adjust their plans, providing options ensures they have the full picture before making a decision.
How to submit alternative dates
To share alternative dates, you’ll start a new chat with our Product Support team. This allows us to add the new dates correctly and resend the request to you.
Here’s how to do it:
Click the Help button in the bottom-left sidebar
Send a message letting us know you have alternative dates to share
Once your message is submitted, our AI will route it to a member of our team who can assist.
What happens next
After you’ve shared your alternative dates:
Our team will add the new dates to the platform
A new RFP will be sent to you for those dates
The request will appear in your Inquiries tab
From there, you can respond as you normally would by filling out pricing, availability, and full proposal details.
What the client will see
The client will have clear visibility into both options:
The original dates will show as declined, including the reason
The new dates will appear as a separate request
This keeps the process transparent while clearly distinguishing between unavailable dates and new opportunities.
TL;DR
If you’re unavailable for the original dates but can host the group on others, share alternative options
Start a new chat using the Help button in the bottom-left sidebar
Our team will add the new dates and send a new RFP
You’ll see the request in your Inquiries tab and can respond as usual