A quote in Mews Events is a formal proposal of services and rates that helps you secure event bookings. In a quote you can outline event details, pricing, and additional services, ensuring transparency for potential customers. A well-configured quote improves conversion rates by providing clear, tailored offers that meet customer needs.

When you send the quote to customers via email, they receive a dedicated link where they can access the quote and review the offer.

 

In this article, you can learn about:

• Before you begin
• Quote creation overview
• Stage 1: Initial setup
• Stage 2: Quote configuration
• Stage 3: Preview and send the quote
• Quote status after creation

Before you begin

Before creating a quote, make sure you configure the following in Mews Events:

• Settings: Quote template, event plans, terms and conditions, and cancellation policies

• Services: Any services you want to offer customers, for example, catering or special offers

Quote creation overview

Creating a quote follows a two-stage process:

1. Initial setup: A step-by-step wizard where you enter the event details, contact information, and select an event plan

2. Quote configuration: A full quote page with a side navigation menu where you complete all remaining sections

Once you complete the initial setup, the system creates the quote, and you can fill in the remaining details. A checkmark appears next to each section in the side navigation menu once complete. You can always return to any section to edit it.

 

Stage 1: Initial setup

Step 1: Enter event details

1. In Mews Events, go to the main menu  > Quotes.

 

2. Click + Create quote.

Note: The Go to booking engine button opens a page where you can add a quote using the booking engine. This is useful when a customer calls with an event request, but it only allows configuration options defined in the event type. Quotes created in the booking engine appear in the To Be Processed queue in Quotes.

 

 

3. Enter a concise and informative Event name.

4. Enter the Number of attendees.

5. Configure the Arrival and Departure dates. Tip: Click the Occupancy button to open Mews Operations (the PMS) and check your availability for the selected dates.

6. Click Next.

 

Step 2: Add contact details

1. Specify whether the contact is an Individual or a Company. The fields displayed adjust accordingly.

2. Configure the following additional options:

• Default language: Select the language this contact prefers to communicate in. This determines the language of the quote displayed in the booking engine and the email the customer receives.

• PMS profile handling: If a profile with the same email already exists in Mews Operations, you can choose to:

  • Update existing profile (default): The system updates the contact details in the PMS and applies them to all quotes linked to this contact.

  • Create new profile: The system creates a new PMS profile for this contact, leaving existing profiles unchanged.

• Venue finder: Select a value from the available options.

• Additional recipients: Click + Add email to add recipients who receive a copy of the quote. These recipients can view the quote but cannot edit it.

3. Click Next.

Note: This information is sent to Mews Operations. The system uses this information to update the customer profile and the bill.

 

Step 3: Select an event plan

1. Select the Event type.

2. Select the Customer type.

Mews Events displays all event plans that match your selection based on event type, customer type, and number of attendees. Each plan shows:

• Plan name

• Number of attendees

• Deposit schedule

• Rate group

Note: If no event plan matches the configuration, the plan defaults to "Other" and appears as such in the list.

3. Select the plan that best fits the event.

4. Click Continue to quote.

 

 

Stage 2: Quote configuration

Once you complete the initial setup, the system creates the quote and opens it in the full quote configuration page. Use the side navigation menu to move between sections. Sections pre-filled from the initial setup, Contact and Quote details, are already marked as complete, but you can edit them at any time.

 

 

Each section can be saved independently. Complete and save each section before moving to the next.

Contact

Review or update the contact details entered during the initial setup. Here you can also add further details such as country, address, and tax identifier (mandatory in some legal environments, for example, Belgium).

 

Quote details

Review or update the event details entered during the initial setup, including event name, event type, customer type, arrival and departure dates, and number of attendees.

 

Services

1. Click Add service.

 

2. Click Service type and select a service from the dropdown menu.

3. Configure the corresponding options and click Add.

4. Customize the service as needed.

Note: The service type "Other" supports negative values, which you can use to apply discounts.

Use the action icons on the right-hand side of each service to:

• Delete a service

• Duplicate a service

• Reorder services

To add more services, click Add service. Use the + Duplicate a day button to reuse a day's configuration and save time.

Click Save.

 

Cancellation policies

A cancellation policy is assigned by default based on the event plan selected. You can override it by selecting one of the available options:

• Strict

• Intermediate

• Flexible

Note: To customize cancellation policies, go to the Legal information section in Settings.

Click Save.

 

 

Payment

Payment settings are pre-filled based on the event plan, but you can adjust them as needed.

1. Select the Payment type.

2. Configure the Quote validity date. This sets the expiry date for the quote if the customer does not pay for the event.

3. Optionally, check the Firm box to block spaces for the entire period of the quote.

4. Optionally, check Show counter proposal button on quote to allow prospects to negotiate contracts.

5. Optionally, click + Add deposit to configure a deposit percentage and payment deadline.

Click Save.

 

 

Special requests (optional)

1. Click Add special request.

2. Complete the form:

   • Add a Request title and description.

   • Select the date.

   • Add a short description to display on the quote.

   • Use the slider to mark the request as Cannot be arranged, if applicable.

   • Configure quantity and price.

3. To add more requests, click Add special request.

Here you can also manage any requests received through the booking engine. Indicate whether:

• The customer can make a request free of charge

• There is an extra fee linked to the request

• The request cannot be arranged

Click Save.

 

Special offers (optional)

Configure any complimentary services such as parking, upgrades, or other offers for the guest, selecting from the offers you have already set up.

Click Save.

 

Commercial presentation (optional)

Select the checkboxes to specify which elements appear on the quote:

• Hide the "Extras" section

• Display the proforma before commercial presentation

• Hide cancellation policy

Optionally, attach a PDF file or a link with additional context, for example, business partner offers or official announcements.

Click Save.

 

 

Comments (optional)

Use the free text fields to add:

• Internal comments: Not visible on the quote; for your staff's internal use only.

• Customer comments: Visible on the quote and viewable by the customer.

Click Save.

 

Stage 3: Preview and send the quote

1. Double-check the quantities and rates listed in Services.

2. To review how the quote will appear to the customer, click the three dots icon at the top of the page and select Preview quote. This opens a separate page with your quote.

3. Once verified, click Send for signature.

4. Click Confirm in the pop-up window to share the quote with the customer.

 

Quote status after creation