HOSPITALITY SALES MANAGEMENT

HA - 400

HYATT REGENCY PHOENIX

SALES PROPOSAL

ABOUT SALES PROPOSALS

Introduction

Below you will see a "typical" sales proposal. How is it used? To answer this question, we must review the sales Cycle:

Sales Cycle

1. Build Customer Database. Establish "pool" of relationships or sources of potential buyers (called "Suspects").

2. Prospecting & Qualifying. Prospect and qualify this "pool" of "Suspects" for buyers currently interested in discussing your product/service (If interested now called "Prospects").

3. Need Discovery. Conduct a "Need Discovery" sales interview with the currently interested "prospects." NOTE: in this interview you (salesperson) only attempts to learn about the prospect's needs. You will be making a "sales presentation" at a future face-to-face sales interview.

4. Proposal Design. Salesperson returns to their office and studies the prospect's needs and decides how their product or service can match up with or satisfy these needs. The resulting PROPOSAL is a decription of how the needs can be satisfied. This PROPOSAL is used at the sales presentation interview to help show the customer how the product/service satisfies their needs. If the proposal is agreed to by the prospect (potential buyer), then it is signed and becomes a CONTRACT. NOTE: Almost always, the proposal will be altered during the sales presentation, thus it will be rewritten with changes and then become a contract.

5. SalesPresentation. At this interview, the salesperson brings the proposal to the meeting with the prospect. Using the proposal as a kind of "prop," the salesperson presents how his or her product/service can meet the prospect's needs. If the prospect agrees and signs the proposal (now a contract), the prospect is transformed into a "CUSTOMER." (Note how the terminology pertaining to the "suspect/prospect/customer/client" changes as commitment to a purchase evolves.

6. After-Sale Service. After the sale, the product/service must be implemented. In the case of a convention or meeting, the contract is often signed up to several years before it actually takes place. So, the salesperson and their technical support (a Convention Services Manager in the case of a Hotel selling a meeting) must work with the customer from the time of the contract signing through the time the meeting actually takes place.

NOTE: As the customer repeatedly buys from the salesperson, they may assume the designation as "CLIENT."

TYPICAL PROPOSAL FORMAT

(A Simple Proposal)

 

CUSTOMER INFORMATION

Customer Name: _____________________________________ Title: _____________________________
Organization Name: _______________________________________ Telephone: ____________________
Address: _____________________________________________________________________________
Dates of Meeting: _____________________________________________________________________
Name of Meeting: _____________________________________________________________________
Buying Conditions (Needs): (List 6 Needs) #1_________________________________________________

#2__________________________________________________________________________________
#3__________________________________________________________________________________

#4__________________________________________________________________________________

#5__________________________________________________________________________________

#6 (Budget)___________________________________________________________________________

 

FOOD & BEVERAGEINFORMATION & CHARGES

A. Meal Functions Needed

Time Description Quantity Price Total
Meal 1

Meal 2

Other

  (Beverages, set up fees, etc.)      

Total _______________________
Sales Tax _______________________
Service Charge_______________________
Total Meal Cost_______________________

MEETING FACILITY INFORMATION & CHARGES

B. Meeting and Banquet Rooms and Equipment Needed (Describe time, date, and cost)

   
   
   

Total _______________________
Sales Tax _______________________
Total Meeting/Banquet Rooms and Equipment Charges_______________________

SLEEPING ROOM INFORMATION & CHARGES

C. Guest Rooms Needed

Number of
Rooms Needed

Single or Double

 # of
Days Needed		 Description (dates, locations, special conditions) Group Rate
Per Room		 Total
Cost
         

Total _______________________
Room Tax ________________________
Sales Tax _______________________
Total Guest Room Charges_______________________

TOTAL CHARGES

D. Total Customer Costs (from above)
A. $__________ plus B. $__________ plus C. $__________ equals Total Charges $ _______________ 

_____________________________________________   _________________________________________________
Authorized Signature                Date         Customer Signature                      Date
_____________________________________________   _________________________________________________
Title                                            Title