01 System 1: Client-tagged RFP queue
System 1: Client-tagged RFP queue. Every RFP tagged by client, priority (gold/silver/bronze based on annual revenue), deadline, and current status. Visible to the whole team in one view.
TMC 25-RFP Operating System — Multi-Client Playbook
The system Lucas runs to handle 12 corporate clients and 50-100 RFPs in flight at any given moment.
Persona note. "Lucas" is a composite of working professionals in European MICE markets. Operational guidance only. Not legal or financial advice; confirm with qualified counsel and finance team before applying to your contracts.
How to use this playbook: Each item below addresses a specific moment in the Lucas workflow. Use the items individually or as a sequence; the article at tmc-mice-planner-multi-client-rfp-system covers the underlying methodology.
02 System 2: Templated deliverables
System 2: Templated deliverables. Proposal template, comparison matrix template, contract redline template — all reusable, all customisable per client brand.
03 System 3: White-label kit
System 3: White-label kit. Logo, colour palette, font, contact block per client. PDF export pulls automatically; agency name is invisible unless the client wants it visible.
04 System 4: Escalation triggers
System 4: Escalation triggers. Any RFP without supplier response after 72 hours flags. Any contract redline above 5 cycles flags. Any margin under target flags. Triggers route to senior planner, not buried in inbox.
05 System 5: Margin protection layer
System 5: Margin protection layer. F&B service charge audit on every contract. Commission terms verified per client agreement. Hidden-cost flags on AV and rooming-list change fees.
06 System 6: Capacity benchmarking
System 6: Capacity benchmarking. 1 senior planner handles 3-4 clients with 25-30 RFPs in flight; 1 junior planner handles 1-2 clients with 10-15 RFPs. Above 30 RFPs per senior planner, error rate climbs and margin slips.