CITY OF VIRGINIA BEACH
Standard Operating Procedures TENTATIVE Bulletin Management Sally Noona/August 2012 August 1, 2012
This overview is intended for the Sales Managers and their Assistants within the Convention Sales, Sports Marketing & Services Unit of the VBCVB and offers SOPs in the development and management of Tentative Bulletins within the sales process.
Standard Operating Procedures TENTATIVE Bulletin Management Sally Noona/August 2012
1. Purpose _______________________________________________________________________ A Tentative Bulletin represents official PIPELINE for the City of Virginia Beach and its stakeholders - a specific piece of group room night business is seriously considering Virginia Beach for the future. Because, future reporting, inside and outside of the department will be derived from the recordings of this data, careful management, accountability and transparency within the bulletin process is a MUST within the sales process.
2. Scope _______________________________________________________________________ The following SOPs are intended for the Sales Managers and Sales Assistants of the Convention Sales, Sports Marketing Unit. Tentative Bulletin preparation, management and execution are a managed through careful collaboration between those parties involved in the sales process.
3. Prerequisites _______________________________________________________________________ All Managers and assistants should have access to and knowledge of the following: A computer and a telephone Access to USI/EBMS and have knowledge in use of this CRM Knowledge and use of Excel, Word
4. Responsibilities _______________________________________________________________________ Once again, Tentatives are derived from the LEAD and this development and execution are responsibilities of each Sales Manager with the help of their assistants. The Tentative Bulletin truly establishes Pipeline and our future projections for making goal… Therefore, the successful management of data that makes up the Tentative Bulletin process is crucial to our Department’s overall perceived worth as an organization.
5. Procedure- SOP _______________________________________________________________________ 5.1 Creating Tentative Bulletins and Mandatory Steps: When a LEAD has been successfully produced and distributed, a TENTATIVE Bulletin is created internally by following the below protocol: 1. Make certain that the MEETING Status & BULLETIN status’ match prior to creating Tentative Bulletin 2. Notations in the diary of this bulletin must accompany and acknowledge that a tentative has been created. 3. Decision Date - Review and make certain you have entered correctly 1|Page
Standard Operating Procedures TENTATIVE Bulletin Management Sally Noona/August 2012 4. Booking Potential – review and offer your best “read” on the % of close for this meeting/event. Doing so will assist the VBCVB’s projection process and tighten up our probability of close as we run the tentative reports monthly… 5. All tentatives should have a follow-up trace from you 6. All tentatives should have accurate history noted. If no history exists or you are requesting it, it must be noted in the diary and in the file 7. Tentative/Proposal follow-up is extremely important – be sure to set and work traces at this point and share with leadership if we can assist in closing All account activity (calls, correspondence, etc.) must be maintained within the meeting folder - Inception reports will be run intermittently by DOS to see if the above protocol is being followed along with accuracy in meeting fields:
6. References _______________________________________________________________________
USI Training Manual – Modification Project 2012 o Diary Entry Types, Users, Definitions – Under Diary Entry Types o Folder Section o Distribution Section o General Meeting Tab
7. Definitions _______________________________________________________________________ Internal Tentative Bulletin An Internal Tentative Bulletin is one that is not distributed to our partners or stakeholders. It is an internal document within the file/account.
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