Resort group stays the organiser can shape and sign
A villa and room mix, activities and transfers to tick, a photo-led proposal and a deposit to confirm the dates.
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- Building QuoteCloud since 2013
Resorts use QuoteCloud to send group and incentive stay proposals: a photo gallery of the resort, room and villa types by night, activities and transfers as optional items the organiser ticks, the resort's terms, and a deposit paid on signing through Stripe or PayPal.
A site plan of a fictional resort, Lantern Quay Coral Cove: a lagoon pool, a garden wing, an ocean wing along the beach and ten lagoon villas. Three room mixes for a group of 40 take turns lighting up: the Garden mix at $5,200 a night, the Villa mix at $7,600 and the chosen Ocean mix, 20 Ocean View rooms at $6,400 a night, $25,600 for 4 nights.
An incentive stay proposal, page by page
Saltbridge Realty's top sellers, 40 guests, four nights at Coral Cove. Incentive buyers decide on the place and the inclusions, so the proposal leads with both.
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Lantern Quay HotelsGroup incentive stay proposal LQ-V-0415 Sample · fictional business
Group incentive stay proposal
Top-seller incentive · Coral Cove, 12 to 16 April 2027
Four nights at Lantern Quay Coral Cove for your 40 top sellers. Choose the room mix, tick the activities you'd like the group to enjoy, then sign and pay the deposit to confirm your dates.
Cover
The place first
A full-bleed photo of the resort, the group's name and dates, and a valid-until date that holds the rates.
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Lantern Quay HotelsGroup incentive stay proposal LQ-V-0415 Sample · fictional business
Coral Cove for your group
The lagoon pool A Lagoon Villa suite Daybeds on the beach deck The headland pool The pavilion at night
Gallery
What they'll see
A mood-board gallery of the pool, a villa, the beach deck and the pavilion at night, from your content library.
Images and the photo editor -
Lantern Quay HotelsGroup incentive stay proposal LQ-V-0415 Sample · fictional business
Choose your room mix
Your incentive stay
Item Qty Rate Amount Accommodation · Mon 12 to Fri 16 Apr, 4 nights Ocean mix: 20 Ocean View roomsTwin share for 40 guests, breakfast daily4 nights $6,400 $25,600.00 Included for the group $1,380 Return airport transfersTwo coaches, arranged by the resort2 transfers $690 $1,380.00 Activities to add Tick to add 40 guests $129 $5,160.00 40 guests $55 $2,200.00 40 guests $95 $3,800.00 40 guests $160 $6,400.00 - Subtotal
- $34,340.00
- Tax (10%)
- $3,434.00
- Total
- $37,774.00
- Plus, monthly
- $0.00/mo
- Deposit to confirm your dates (25%)
- $9,443.50
Rooms & activities
The room mix and the activities
Garden, Ocean or Villa mix as a single choice priced a night, transfers included, and four activities the organiser ticks.
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Lantern Quay HotelsGroup incentive stay proposal LQ-V-0415 Sample · fictional business
Your group terms
- Cut-off dateMon 15 Mar 202728 days before arrival: names due; unnamed rooms return to general sale.
- Attrition allowance10% · 8 room nightsReduce the block by up to 8 of 80 room nights before the cut-off without charge.
- Deposit on signing25% · $9,443.50Paid by card when you sign. The resort invoices the balance 21 days before arrival.
- Proposal valid untilThu 5 Nov 2026The dates are held at these rates until then.
- Activities run with the resort's local operators and may move to another day for weather.
- Cancellation of the whole stay: the deposit is retained more than 45 days before arrival; 50% within 45 days; 100% within 14 days.
Notes for your group
- Your awards dinner on the Thursday night is quoted separately as a function proposal by our events team.
- Room names and any dietary needs are due by the cut-off date.
- Two guests may extend to Saturday at the group rate, subject to availability.
Priyanka DesaiCould the snorkel trip run on the Wednesday morning?
Rafael, Lantern QuayYes, Wednesday morning suits the tides. We've noted it for the operator.
Terms & notes
Your terms and their questions
Cut-off, attrition allowance and deposit as content, the awards dinner noted as a separate function proposal, and Priyanka's question answered in a comment.
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Lantern Quay HotelsGroup incentive stay proposal LQ-V-0415 Sample · fictional business
Accept, sign and pay
Priyanka Desai · Head of sales, Saltbridge Realty
Signed online · Fri 23 Oct, 9:12 am
Deposit to confirm your dates (25%)
$9,443.50
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Sign & pay
Two signers, one deposit
The head of sales and the finance manager each sign in their own block, and 25% is paid by card on signing.
Let the organiser shape the stay
Choose a different room mix and the accommodation line changes. Tick the sunset sail or the spa and the total and the deposit follow. The organiser builds the trip they'll put in front of their team, inside your proposal.
Transfers and activities are arranged by the resort with its own operators. They're lines in the proposal: QuoteCloud doesn't book them.
- Room mixes as a single choice, priced a night
- Activities as optional rows, priced per guest
- Deposit recalculated on every change
Price tables and payments: Essentials and up
Pricing tablesChoose your room mix
Your incentive stay
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Accommodation · Mon 12 to Fri 16 Apr, 4 nights | |||
Ocean mix: 20 Ocean View roomsTwin share for 40 guests, breakfast daily
|
4 nights | $6,400 | $25,600.00 |
| Included for the group | $1,380 | ||
Return airport transfersTwo coaches, arranged by the resort
|
2 transfers | $690 | $1,380.00 |
| Activities to add Tick to add | |||
| 40 guests | $129 | $5,160.00 | |
| 40 guests | $55 | $2,200.00 | |
| 40 guests | $95 | $3,800.00 | |
| 40 guests | $160 | $6,400.00 | |
- Subtotal
- $34,340.00
- Tax (10%)
- $3,434.00
- Total
- $37,774.00
- Plus, monthly
- $0.00/mo
- Deposit to confirm your dates (25%)
- $9,443.50
Accept, sign and pay
2 of 2 signed
- Priyanka DesaiHead of sales, Saltbridge Realty SignedFri 23 Oct, 9:12 am
- Tom WexleyFinance manager, Saltbridge Realty SignedFri 23 Oct, 2:40 pm
Deposit to confirm your dates (25%)
$9,443.50
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Group stays resorts quote every week
One resort template, set up for each kind of group with its own cover, gallery and activities.
Incentive trips
Top-seller rewards bought on the experience: lead with photos, villas and activities to tick.
Retreats
Leadership and wellness retreats with meeting space, spa and quiet rooms in one proposal.
Team stays
Company getaways at a room mix and a per-guest price for activities, with finance signing too.
Associations
Member retreats and small conferences, linked to conference packages when there's a program.
Send a resort proposal that sells the place
14 days free, no credit card. Put your best photos, room mixes and activities in one template.
Coral Cove, April
Sold on the place, confirmed in the proposal
The photos, the room mix and the activities the organiser picked, signed by two people and the deposit paid, before the dates go to another group.
From incentive enquiry to confirmed dates
How a resort sales team sends a group stay proposal with QuoteCloud.
Start from the resort template
Cover, gallery, room mixes, activities and your group terms are already in it.
Set the dates and the group
Nights on the room-mix line, guests on the activity lines; transfers if they're included.
Send with a valid-until date
The rates hold until then, and Expiring Soon shows you proposals about to lapse.
They shape it and sign
The organiser picks the mix and activities; two signers each sign their own block.
Deposit on signing
Paid by card or PayPal. The balance is on your own invoice before arrival.
Resort group stay questions, answered
Can the organiser choose between room mixes?
Yes. Put your room mixes in a single-choice group, each priced a night. The chosen mix sets the accommodation line, and the total and deposit follow. Price tables are on Essentials and above.
Can activities be optional?
Yes. Add each activity as an optional row priced per guest. The organiser ticks the ones they want before signing. The resort arranges them with its own operators; QuoteCloud doesn't book activities or transfers.
Can two people sign the proposal?
Yes. Add several signers, each with their own signature block, such as the organiser and their finance manager. Nobody needs a QuoteCloud account to sign, and every signature comes with a certificate and audit trail.
Can we show the resort with photos?
Yes. Image and gallery blocks, including a mood-board layout, are on Starter and above, and the photo editor lets you mark up images. Keep your best photos in the content library to reuse in every proposal.
Can guests pay in instalments?
No. QuoteCloud takes a deposit or full payment when the proposal is signed, through Stripe or PayPal. Write any later payment dates into your terms; the balance is invoiced by the resort.
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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Conference & MICE proposalsMeeting rooms, day delegate and residential packages, breakouts and AV, with the accommodation block in the same proposal.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
- 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.
- Long-stay & serviced apartment quotesWeekly rates for project and relocation stays, shown in the agreement, with the first week paid on signing.
- 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 group stay, signed and deposit paid
Free for 14 days. No credit card required.