February 20, 2020

Have you ever been tasked with something that you know is going to very time-consuming and tedious? Writing a hotel RFP can be one of these time-consuming tasks. It may seem that you have a laundry list of items to check off. This article will teach you how to write an effective hotel RFP and give you tools for being efficient.

First, let’s define an RFP. An RFP (request for proposal) is a document that a client sends to potential vendors for services and then decides which is suitable for partnership. An organization can submit an RFP to multiple vendors and choose from the best proposal they received in return. In the case of hotel RFPs, the vendors are different hotels. The client is looking to see which hotel will offer them the best combination of room rates, compensation, and amenities.

Hotel Request for Proposal

A hotel RFP is a request for pricing on a block of hotel rooms and amenities drafted by an organization or client. The block can be used to house attendees for various events such as corporate meetings, conventions, trade shows, or sports tournaments. The Hotel RFP process includes these steps…

  • The client creates a document
  • Sends the document to a hotel
  • The hotel submits a proposal to the client
  • The client accepts the proposal

The steps may involve negotiating. For example, a client can negotiate with the hotels on bids for a block of rooms. Learn more about the hotel RFP process.

Writing an Effective Hotel RFP

Writing an RFP may sound like a simple task. However, if it’s not written clearly you will have to deal with the confusion. You want to make sure your RFP is competitive and effective so that you are getting the best bids from the hotels receiving your RFP.

The first step to an effective hotel RFP is knowing your needs. You must clearly list your requirements so that the hotel is aware of your expectations. Many RFPs suffer because they are imprecise and do not clearly state the needs of the client. It is very important that the person reading your RFP is clearly aware of these needs. There should be no confusion or maybes on what you would like the response from the hotel to include. This helps you and the hotel evaluate the benefits of the partnership. A good RFP should include…

  • The administrator’s contact information and who will be accepting/negotiating the bid.
  • The general event, room, and function information. (This should include the agenda for the event)
  • Room for additional comments in case the hotel needs to ask questions.

Remember, the RFP is not only for requesting a block of rooms, which increase the hotel’s lodging revenue. It is also an opportunity for the hotel to offer amenities to the guests. It can create a rapport between the guest and the hotel, too, which fosters future business for the hotel.

Writing an RFP is easier with RFP creation software. However, writing is just part of the hotel RFP process, and the whole process must be managed. Fortunately, there are various ways to simplify and streamline the RFP management process for event planners. With a good management process in place, you can get more things done quickly.

Hotel RFP management software is a tool that does just this. Learn more about hotel RFP management software.

Group Productivity Solution

The hotel RFP process can be made simpler with Group Productivity Solution (GPS) by Alliance Reservations Network. From entering the event data, selecting hotels, sending the RFP, comparing bids from each hotel, and contracting blocks of rooms, Group Productivity Solutions is your one-stop-shop for creating and managing a hotel RFP.

To learn more now or request a demo today, please fill out the form below.