Overview
Event Temple hosted a Proposals Masterclass to walk users through the new proposals feature — available for a couple of months now and still generating strong interest. The session covered everything from initial settings and template creation to building proposals in two different modes, sharing them with clients, and tracking engagement. Sarah and Jess, who bring over 10 years of hotel experience and 5 years working with proposal software, led the session with practical tips and best practices throughout.
Configuring Your Proposal Settings
Before sending out proposals, there are three key areas to configure under Settings → Organization → General Settings:
Organization & Proposal Logos
Upload an organization logo and a separate proposal logo (or use the same one). The proposal logo appears in the title section of your proposals.
Accept & Reject Buttons
Toggle these on or off depending on the proposal stage. For a quick initial pricing proposal, you might leave them off; for a full proposal with line items, you'll likely want the accept button enabled.
Proposal Reminders
Set up to 3 automated reminders sent to your proposal contact. Example configuration:
Reminder 1: 7 days after sending
Reminder 2: 7 days before the expiry date
Reminder 3: 5 days after the second reminder
Don't forget to toggle reminders on and hit Save.
Building Proposal Templates
Templates are the foundation of an efficient proposal workflow. Instead of starting from scratch each time, create polished, reusable templates to keep proposals consistent and on-brand.
Getting Started
Navigate to Settings → Templates & Files → Proposal Templates
Start from a blank canvas or use one of the sample templates (e.g., Group Meeting, Group with Meeting)
Use the Clone button to duplicate a template and tailor it for different segments (e.g., weddings vs. corporate meetings)
Language & Translations
Set the template language using your primary or secondary language
Standard Event Temple content (menu items, spaces, setup styles) is automatically translated
Custom text content must be translated manually
If the language button isn't visible, multilingual support may not be enabled on your account — contact your CSM or support to activate it
Template Elements
Templates are built using three categories of elements:
Element Group | What It Does | Quantity Allowed |
Content | Text, media (videos), and attachments (URL links to terms & conditions, privacy policies, etc.) | Unlimited |
Pricing & Revenue | Pulls in room block and event details from your booking | One per template |
Totals & Summary | Charge summary with pricing totals at the end | One per template |
Tips & Tricks for Templates
Include video — Add a property walkthrough or content from a creator who stayed at your property to elevate the template's look.
Add images to room blocks and events — Show customers what to expect with guest room and meeting space photos.
Create segment-specific templates — Tailor templates for weddings, meetings, and other event types. Use the clone feature to keep core content and tweak as needed.
Leverage add-ons for upselling — Pull in menu items as add-ons (e.g., branded favors, guest books). Set flexible quantities with minimums and maximums so customers can choose how many they need.
Customize the charge summary — Toggle guest rooms out of the total if guests pay separately, hide tax breakdowns, and rename the summary title (e.g., "Estimated Total").
Fill out your user profile and organization details — The footer auto-populates from this information, so complete profiles avoid blank spaces.
Creating Proposals: Two Modes
Quick Mode
Best for when you don't have a booking in Event Temple yet and want to get pricing to a customer fast.
Go to the Proposals page → New Proposal
Select a template → Next
Fill in: contact, account (auto-populates), booking name, booking type, dates, pipeline stage, and expiry date (defaults to 14 days from creation)
Click Create — Event Temple automatically creates a booking and attaches the proposal
Input room block details (rate per night, number of rooms, arrival/departure) and event details (attendees, room rental, F&B minimum) in quick mode within each element
The estimated total calculates automatically
From a Booking
Best when you already have a booking with room blocks, events, and line items entered.
Open the booking → click the + button in the Proposals section on the left
Select a template → Next
Adjust the expiry date if needed → Create
All room types, quantities, event details, setup styles, and line items auto-populate from the booking
Customize the charge summary as needed (e.g., exclude guest rooms from the total)
Note: Quick mode is the default when starting from the Proposals page. When starting from a booking, the proposal defaults to pulling details from that booking.
Sharing Proposals
There are two ways to send proposals to clients:
Share via Link
Click the blue Share button → Share via Link
Confirm the prompt (this marks the proposal as "Sent")
Copy the generated link and send it through your own email or communication channel
Share via Email
Click the blue Share button → Share via Email
Event Temple opens an email editor with an auto-drafted message
Customize the message or apply an email template from your list
The proposal link is automatically included
Click Send to deliver directly through Event Temple
Tracking Proposal Engagement
Proposal Statuses
Status | Meaning |
Draft | Proposal created but not yet sent |
Sent | Proposal has been shared with the client |
Accepted | Client has accepted the proposal |
Engagement Tracking
View whether the proposal has been opened, how many times it's been viewed, and the last viewed date
Example: A proposal opened twice and viewed a day ago is likely top-of-mind — a good time to send a quick check-in
Proposals Dashboard
A dedicated dashboard area breaks down proposals by:
Expiring this week
Awaiting response
Recently accepted
Click into any category for a detailed snapshot of what needs attention
Additional Capabilities
Download PDFs — Export proposals as PDFs from the Proposals page using the dropdown menu
Room block element is optional — If your property doesn't have guest rooms, delete the room block element and replace it with a media or text element to showcase event space images
Attachments are URL links — Use them to link out to terms and conditions, privacy policies, or other external resources
Expire Proposals When a Booking Is Lost
If a booking has been moved to Lost and you no longer want the customer to be able to access the proposal, you can manually update the proposal’s expiry date to match the date the booking was moved to Lost.
This will prevent the customer from accessing the proposal while still keeping it attached to the booking for your records. If the customer returns and needs to view the proposal again, you can simply update the expiry date as needed.