Conference proposals with the rooms and the meeting in one
Day delegate or residential packages per delegate per day, breakouts, AV and the accommodation block, in one proposal the organiser signs.
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QuoteCloud lets hotel conference and MICE teams send one proposal for a meeting: delegate packages as a single choice priced per delegate per day, breakout rooms and AV as lines, extras the organiser ticks, the accommodation block night by night, and a deposit on signing. Social functions such as a gala dinner go in a separate function proposal.
A conference floor at a fictional hotel: the Wattle Room plenary, the Banksia and Waratah breakouts, the foyer and guest rooms upstairs. For the same 36 delegates over 2 days, three packages take turns: half-day at $65 per delegate per day ($4,680), full-day at $89 with the breakouts and lunch ($6,408), and residential at $319 with a room for the night ($22,968).
Three ways to run the same offsite
Orchard Lane Insurance's leadership team of 36, two days in February. Send one option, or all three, each a proposal the organiser can sign.
Choose your delegate package
Your offsite
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Delegate package · 36 delegates × 2 days | |||
Half-day meetingMeeting room to 1 pm, AV, arrival coffee and one break
|
72 delegate days | $65 | $4,680.00 |
| Meeting spaces | $1,000 | ||
Breakout rooms, morningsBanksia and Waratah rooms to 1 pm, both days
|
4 room mornings | $250 | $1,000.00 |
| Add to your program Tick to add | |||
| 2 days | $380 | $760.00 | |
| 36 delegates | $45 | $1,620.00 | |
- Subtotal
- $6,440.00
- Tax (10%)
- $644.00
- Total
- $7,084.00
- Plus, monthly
- $0.00/mo
- Deposit to confirm (25%)
- $1,771.00
Mornings only, back to the office by lunch
The plenary to 1 pm with arrival coffee and one break, breakout rooms for the mornings and the extra AV the organiser ticked.
- Package price × 72 delegate days
- Breakouts and AV as their own lines
- 25% deposit to confirm
Choose your delegate package
Your offsite
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Delegate package · 36 delegates × 2 days | |||
Full-day meetingMeeting room all day, AV, two breaks and lunch
|
72 delegate days | $89 | $6,408.00 |
| Meeting spaces | $1,800 | ||
Breakout roomsBanksia and Waratah rooms, both days
|
4 room days | $450 | $1,800.00 |
| Add to your program Tick to add | |||
| 2 days | $380 | $760.00 | |
| 36 delegates | $45 | $1,620.00 | |
- Subtotal
- $8,968.00
- Tax (10%)
- $896.80
- Total
- $9,864.80
- Plus, monthly
- $0.00/mo
- Deposit to confirm (25%)
- $2,466.20
Two full days, lunch included
The Wattle Room all day with two breaks and lunch, both breakouts for both days, and the harbour walk as an option the organiser can tick.
Choose your delegate package
Your offsite
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Delegate package · 36 delegates × 2 days | |||
Residential delegate packageRoom for the night, breakfast, meeting room, AV, breaks and lunch
|
72 delegate days | $319 | $22,968.00 |
| Meeting spaces | $1,800 | ||
Breakout roomsBanksia and Waratah rooms, both days
|
4 room days | $450 | $1,800.00 |
| Add to your program Tick to add | |||
| 2 days | $380 | $760.00 | |
| 36 delegates | $45 | $1,620.00 | |
| 36 rooms | $25 | $900.00 | |
- Subtotal
- $25,528.00
- Tax (10%)
- $2,552.80
- Total
- $28,080.80
- Plus, monthly
- $0.00/mo
- Deposit to confirm (25%)
- $7,020.20
The meeting and a room for the night
Everything in the full-day package, plus a Deluxe King and breakfast. The accommodation is part of the package, so one proposal covers the rooms and the meeting.
Larger groups: room blocks night by nightThe organiser chooses the package, the totals follow
Delegate packages are a single-choice group: pick one and the package line in the price table takes its price for 72 delegate days. Extras such as the second screen or the harbour walk are optional rows. The total and the 25% deposit change as they choose.
Delegate numbers change late. Turn on quantity editing for the lines you choose, or send a revised version once the final numbers are in.
- Single-choice packages driving a price line
- Optional rows for AV, activities and late check-out
- Deposit as a percentage or a fixed amount, paid on signing
Price tables and payments: Essentials and up
Pricing tablesChoose your delegate package
Your offsite
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Delegate package · 36 delegates × 2 days | |||
Residential delegate packageRoom for the night, breakfast, meeting room, AV, breaks and lunch
|
72 delegate days | $319 | $22,968.00 |
| Meeting spaces | $1,800 | ||
Breakout roomsBanksia and Waratah rooms, both days
|
4 room days | $450 | $1,800.00 |
| Add to your program Tick to add | |||
| 2 days | $380 | $760.00 | |
| 36 delegates | $45 | $1,620.00 | |
| 36 rooms | $25 | $900.00 | |
- Subtotal
- $25,528.00
- Tax (10%)
- $2,552.80
- Total
- $28,080.80
- Plus, monthly
- $0.00/mo
- Deposit to confirm (25%)
- $7,020.20
Accept, sign and pay
Sophie Lindgren · People & culture lead, Orchard Lane Insurance
Signed online · Wed 21 Oct, 10:04 am
Deposit to confirm (25%)
$7,020.20
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
What a conference proposal has to answer
The questions organisers and PCOs ask every venue, answered in one document instead of a venue pack, a contract and a card form.
Which spaces, set how
The plenary and breakouts with their set-up and capacity, as text, an image block or a table from your content library.
Price per delegate
Half-day, full-day and residential packages side by side, priced per delegate per day so venues compare like for like.
Rooms for the night
A residential package, or the room block night by night beside the meeting for bigger groups.
What can be added
AV, activities and late check-out as optional rows the organiser ticks, with the total updating.
How the day runs
A program outline as a Gantt chart or a simple table, so the organiser sees the room changes and breaks.
How to confirm
Sign online and pay the deposit on the same page. Your terms, cut-off and final-numbers date are in the document.
The meeting here, the gala dinner next door
A conference often comes with a dinner. Meetings and rooms are covered here; dinners, awards nights and celebrations are covered on the events & functions pages.
Hospitality & hotelsMeetings, packages and rooms
Events & functionsDinners and celebrations
Orchard Lane's dinner on night one is a separate function proposal from the same events team, mentioned in the conference proposal's notes. Each has its own deposit.
Send one proposal for the meeting and the rooms
14 days free, no credit card. Set up your delegate packages once and reuse them for every enquiry.
The program in the proposal
A Gantt chart shows the organiser how the day runs: arrival coffee, the plenary, lunch in the foyer, the breakouts and the optional harbour walk, with check-in ready mid-afternoon.
It's your planning, laid out in the document they sign. Your notes and comments sit beside it, so a changed session time is answered where everyone can see it.
Gantt charts: Business
Project plans in proposalsDay one program, 8 am to 5 pm
Your program
- Plenary in the Wattle Room, boardroom style for 36, 8.30 am to 5 pm both days.
- Dinner on night one is quoted as a separate function proposal by our events team.
- Final delegate numbers are due 14 days before arrival.
From venue enquiry to signed conference
How a conference and events sales team sends a MICE proposal with QuoteCloud.
Choose the conference template
Spaces, packages, AV and your terms are already in it, from your content library.
Set the delegates and days
The package line counts delegate days; add breakouts and AV as lines and extras as optional rows.
Add rooms if they stay
Choose a residential package or add the room block night by night.
Send and answer questions
Track when it's opened and reply to comments in the document.
Signed with the deposit
The organiser picks the package, signs and pays the deposit through Stripe or PayPal.
Conference and MICE questions, answered
Can delegates' packages be priced per delegate per day?
Yes. Put your half-day, full-day and residential packages in a single-choice group. The chosen package sets the price of a package line whose quantity is the delegate days, for example 36 delegates over 2 days is 72. Price tables are on Essentials and above.
Can one proposal include the meeting and the accommodation?
Yes. Use a residential package that includes the room, or add the room block as price-table sections night by night beside the meeting. Rooms and rates are typed by your team or sent through the API: QuoteCloud doesn't check availability.
What if delegate numbers change?
Before signing you can turn on quantity editing for chosen lines. After signing, send a revised version with the new numbers for the organiser to sign. QuoteCloud doesn't handle registration or delegate lists.
Can we show the program?
Yes, as a Gantt chart on the Business plan, or as a table or text block on any plan. It shows your planning; QuoteCloud doesn't manage function diaries, banquet event orders or AV inventory.
Where does the gala dinner go?
In a separate function proposal from your events team. QuoteCloud's events and functions pages cover dinners, awards nights and celebrations. Mention one document in the other's notes; each has its own deposit.
Everything a hotel sales team sends
From the group block to the rate agreement, the long stay and the supplier's quote.
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Group booking & room block proposalsRoom types by night at your group rates, per-night totals, cut-off and attrition terms, and a deposit paid when the organiser signs.Explore
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Corporate & government rate agreementsAnnual negotiated rates by property, room type and season, with inclusions, terms and an expiry date the account signs.Explore
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Long-stay & serviced apartment quotesWeekly rates for project and relocation stays, shown in the agreement, with the first week paid on signing.Explore
- Resort group & incentive staysIncentive trips, retreats and team stays at a resort: villa mix, activities the organiser ticks and a deposit to confirm.
- Tour operator & series group quotesSeries rooms for coach and tour departures, and accommodation packaged by tour operators into their own quotes.
- Supplier quotes to hotelsFor linen, amenities and F&B equipment suppliers: quotes to hotel procurement with monthly hire, options and a signature.
- Rate re-negotiation & bulk sendNext year's rates as a new version of each agreement, bulk sent to your corporate accounts and tracked to signature.
- Deposits, cut-off & attrition termsA deposit on signing, and your cut-off dates, attrition allowance and cancellation scale written into every group contract.
- Discount approvals for group ratesGroup and corporate discounts above your threshold go to the revenue manager before the proposal can be sent.
- PMS, CRM & accounting integrationsSigned proposals to your PMS, sales CRM or accounts through Zapier, Make or the API, and Xero or QuickBooks on Business.
- Hospitality templatesReal QuoteCloud templates for hotel proposals, function room hire, catering, travel and stays, ready to make your own.
- QuoteCloud implementation for hotelsRoom types and packages loaded, group and rate templates converted, Stripe set up per property and the sales team trained.
- FAQAnswers to the questions hotel sales teams, serviced apartments, resorts, tour operators and suppliers ask most.
Your next conference, signed and deposit paid
Free for 14 days. No credit card required.