When a hotel replies to your request for proposal, or RFP, by email, Perk Events can turn that reply into a clean, itemized offer automatically, so you don’t have to re-type room rates, services, and taxes by hand. Use this article to understand how Perk Events creates the offer and how to review, trust, and if needed correct the result.

How Perk Events creates the offer

Perk Events reads a hotel’s emailed reply to your RFP and automatically converts it into a structured, itemized offer. Instead of you copying numbers from an email into a quote, Perk Events extracts the hotel name, stay dates, room rates, other services — such as food and beverage, meeting rooms, and other charges — and any taxes or fees the hotel mentioned. The result is a ready-to-review offer with each service broken out and a total price calculated for you.

Hotels don’t always describe meeting-room capacity with a single number. A hotel might reply with a range, such as "20-25 people" for a meeting room, when it isn’t sure of the exact seating setup yet. This is normal, valid language from a hotel and not an error. Perk Events handles capacity ranges automatically. It matches the offer to the room size that best fits your event, so you still get a usable, structured offer even when the hotel’s own description was approximate.

Reviewing an automated offer

After Perk Events creates the offer from a hotel’s reply, review the result before sharing it or moving forward with the booking.

1. Open the RFP for the hotel that sent the reply.
2. Go to the quote or offer screen where the offer appears.
3. Check the itemized services: room rates, food and beverage, meeting rooms, and other charges.
4. Check the taxes and fees listed for each service category.
5. Check the total price against the hotel’s original email.
6. Confirm the offer is ready to share, or flag any item that doesn’t match what the hotel sent.

Example: The Golden Hotel replies to your RFP with a quote for 40 room nights, a meeting room for "20-25 people," and a buffet lunch. Perk Events turns this into an offer with a hotel-room line, a meeting-room line matched to the right room size, and a food and beverage line — each with its own price and VAT.

Understanding VAT on automated offers

Value Added Tax, or VAT, on an automated offer is calculated differently depending on the type of service, and it’s worth understanding the difference before you share pricing with a client or approver.

For hotel rooms, Perk Events resolves the correct tax rate for the hotel’s jurisdiction, so hotel-room VAT on an automated offer is jurisdiction-accurate.

For services that aren’t covered by this yet — food and beverage, meeting rooms, and other services — Perk Events estimates VAT automatically, but only when the hotel didn’t already state a VAT amount or rate for that service. If the hotel’s email already includes an explicit VAT line for a service, Perk Events uses that instead, so the charge isn’t counted twice. When Perk Events does add an estimate, it labels the line as Indicative VAT and explains what was added and why, so it’s always clear which numbers came from the hotel and which were estimated.

Fixing or overriding an automated offer

If an automated offer looks wrong — for example, a price, room match, or VAT line doesn’t match what the hotel actually sent — don’t share it with your client or approver as-is. Flag it to your MICE specialist — so they can make a manual correction. Include the hotel’s original email alongside your notes on what looks off, so the correction matches the hotel’s actual terms.