How the Co-Branded Shortlist Works
Author
Shun
Date Published
In international event planning, trust and speed define professionalism. Clients expect a proposal that carries your brand identity while reflecting accurate, verified local data. The co-branded shortlist was created for that exact balance, allowing you to deliver polished, white label venue recommendations within days while keeping your sourcing network confidential.
Every co-branded shortlist functions as a white label proposal, your brand, your client, and our verified research, presented securely. Each step is timestamped, checked for accuracy, and managed under controlled data access. This ensures not only reliable delivery but also complete confidentiality across sourcing and branding.
This guide explains how the co-branded shortlist process works from intake to submission, how branding is applied, how hotels are coordinated, and how confidentiality is preserved through every stage of production.
Workflow from Intake to Submission (7 Days)
Every co-branded shortlist follows a fixed seven day cycle designed for speed, accuracy, and confidentiality. Each stage has internal quality checks to ensure your proposal is reliable, professional, and fully white labeled before client delivery.
Day 1 Intake and Confirmation
The process begins once your RFP and brand assets are received. A coordinator reviews the event size, location, preferred dates, and required facilities. Any gaps or unclear points are clarified within 24 hours to confirm the project scope.
Day 2–3 Venue Research and Availability Check
Our sourcing team contacts hotels and venues under a neutral project reference. Availability, capacity, and blackout periods are verified directly through sales offices. No client details are ever shared during this stage, ensuring confidentiality from the start.
Day 4 Rate Validation and Shortlisting
Rates are compared against benchmark data for transparency. Taxes, service fees, and blackout restrictions are reviewed line by line. Only compliant, reliable properties that meet your brief progress to the shortlist.
Day 5–6 Branding and Proposal Drafting
The design team applies your logo, color palette, and company information. Internal rate sheets and sourcing data are hidden. The result is a clean white label proposal that carries your identity and maintains full professionalism.
Day 7 Final Review and Submission
A final accuracy check is completed by an independent reviewer before submission. Each proposal is time stamped, archived securely, and delivered as a co-branded document ready for client use.
To ensure punctuality, I usually specify:
The co-branded shortlist shall be produced within seven business days from confirmed intake, provided all brand assets and event details are received by Day 1.
This structured process ensures reliability through transparent scheduling, verified sourcing, and precise documentation control. Finalize your intake form and confirm brand assets on Day 1 to activate your seven day delivery cycle.
Applying Your Company Logo
Every co-branded shortlist is produced under your logo, color palette, and contact details. The visual presentation mirrors your existing proposal style, making the document instantly recognizable to your clients while all backend sourcing remains invisible. These practices ensure proper and compliant logo application throughout the proposal:
- Place your high resolution logo on the cover, header, and footer.
- Use your organization’s name in all visible contact sections.
- Ensure file metadata reflects your company identity.
- Keep neutral background colors for professional readability.
These standards ensure the document looks authentic, consistent, and completely your own. Before submission, confirm branding accuracy using this checklist:
To protect your visual rights, I usually specify:
All proposal materials shall be produced under the client’s company name and branding, with no reference to the production entity visible to the end client.
An additional layer of document security is built into metadata, verifying your ownership and maintaining uniformity across all deliverables. Approve logo placement and formatting on the first draft to ensure a seamless visual rollout.
Hotel Coordination Process
The hotel coordination system runs quietly in the background while your proposal takes shape. Once your event parameters are confirmed, the sourcing team engages partner hotels directly to verify rates, room blocks, and meeting capacities, always under a neutral internal name.The following guidelines describe how coordination is managed for transparency and control:
- All inquiries use neutral project identifiers.
- Rate and date confirmations are handled internally.
- Each venue’s compliance and licensing status is checked.
- All verified results are formatted into the co-branded document.
This approach allows your proposal to remain data driven yet brand controlled. Use this checklist before delivery to verify accuracy:
To maintain integrity, I usually specify:
All hotel communications shall be managed internally, with no third party references visible in the final client facing document.
Each confirmation includes a secondary timestamp and verification log. These records strengthen the reliability of your shortlist and demonstrate transparent sourcing to your client if ever requested. Complete your review at least one day before final delivery to ensure full data accuracy.
Confidentiality and Client Non Contact Policy
Confidentiality sits at the core of the co-branded system. Every detail shared during intake is handled through restricted internal channels, and no external partner is ever given client contact information. These guidelines define how confidentiality is enforced across the project:
- Client data is stored only for project delivery, then archived securely.
- All suppliers are briefed on non contact policy before communication begins.
- Proposal drafts remain access controlled until approval.
- Sensitive correspondence is deleted after completion.
These measures protect both your client relationship and your commercial position. Before sending the final shortlist, use this checklist to confirm compliance:
To reinforce this, I usually specify:
All co-branded materials shall remain confidential, and no supplier or venue shall contact the end client directly unless expressly authorized in writing.
The co-branded platform also maintains audit trails for each access instance. This data encryption and visibility control preserve reliability and compliance with global privacy standards.Verify that all NDAs and privacy clauses are signed before sharing your final client version.
FAQs
Can I use my own design template?
Yes, you can share your brand guidelines, and the final document will be produced to match your format.
How are hotels contacted during the process?
Hotels are approached internally under a neutral project name, never with client details.
Can turnaround time be shorter than seven days?
Express versions can be produced depending on venue response speed and document complexity.
What guarantees are in place for confidentiality?
All communications are covered by NDAs, and no client information is shared outside the secure workflow.
How will I receive the final shortlist?
You’ll receive a co-branded PDF or editable file with your logo, company details, and proposal layout, ready for client submission.
Conclusion
The co-branded shortlist is built on two promises, reliability and confidentiality. Every proposal moves through a defined seven day workflow, undergoes multiple checks, and is formatted entirely under your branding. Hotels are verified, details are logged, and client data remains secure from start to finish.
This process allows you to deliver professional, client ready proposals that look and feel like your own work while backed by verified sourcing and strict privacy protection.
Contact us for a co-branded shortlist and receive a complete, client ready proposal under your company’s name within seven business days.