If you are an event planner, then a big part of your job is to look for a venue to hold your event. Your own client perhaps may give you some options in terms of location, budget, number of people, and more importantly the theme of the event. In some cases, a venue would mean looking for a hotel, since hotels can be a convenient area to not only host a party or a conference. In fact, some of the guests would rather stay over as well. But with so many hotel properties to choose from and so little time to approach each one, your best option here is to work on a document called a hotel request for proposal (RFP) or a hotel RFP. This will help you narrow down your prospects, by going over the proposals they will be sending over which will eventually help you decide on the perfect venue. Read more about this in our article below and if you need any help with your own hotel RFP, then we have several free hotel request for proposal samples for you.

10+ Hotel Request for Proposal Samples

1. Hotel Request for Proposal

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2. Hotel Evaluation Request for Proposal

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3. Request for Proposal to Provide Hotel Room

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4. Sample Hotel Request for Proposal

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5. Simple Hotel Request for Proposal

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6. Hotel Request for Proposal Example

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7. Basic Hotel Request for Proposal

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8. Hotel Lease Request for Proposal

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9. Formal Hotel Lease Request for Proposal

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10. Professional Hotel Lease Request for Proposal

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11. Printable Hotel Lease Request for Proposal

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What Is a Hotel Request for Proposal?

Hotels are establishments whose function is not only limited to providing travelers or guests with room accommodation, but it also serves as a venue for other leisure activities such as day use of its swimming facilities, caters to walk-in clients to dine in their restaurants, and of course, there is a use of banquet areas to hold different types of events. With a lot of convenience in-store in a single property, this is one of the best and popular venues to hold different kinds of events such as weddings, birthday parties, corporate events, conferences, and seminars. As for hoteliers, receiving a hotel request for proposal isn’t something new for them. They probably receive the same document so many times, that maybe at some point some RFPs aren’t quickly responded to or worst-case scenario, forgotten. So if you plan to send in your hotel RFP, whether you are an event planner or an employee tasked to facilitate your company’s corporate event then you need a document that is as eye-catching, and completely detailed as possible. A hotel request for proposal or hotel RFP outlines the event itself, meeting space requirements, the length of the event, and the expected number of attendees. It summarizes all the event space requirements and any additional details.

How To Write a Hotel Request for Proposal?

Once you got everything ready for the event you are planning, then it is time to write down your hotel request for proposal. But first of all, make sure you do not aimlessly send in your hotel RFP just to any hotel, make sure at first glance they are convenient in size and location to host the event. You also do not want to waste your time with a lot of proposals to go over to most especially with a deadline to meet. Now to start with your hotel RFP, here are the following tips to help you write down this document.

1. Overview Of The Event

Make sure to include an overview of the event you are planning. Such as what type of space you are looking for, the theme of the event, and why you have decided to consider their hotel. Don’t forget to include your event objectives and goals. What are the things your organization hopes to accomplish from this event, and how can the venue help?

2. Detailed Breakdown of the Event

You need to provide a detailed breakdown of the event, if this is a corporate event then include the name of the company and who are the attendees. Let’s say it’s a conference for doctors around the country that is to be hosted by a pharmaceutical company. Let them know what type of market segment they fall into – association, corporate, government, non-profit, religious, or social. With this hoteliers are able to assign the right staff, and perhaps offer the right menu if you need food services to go along with the event.

Identify your meeting space requirements the best you can. If you have an idea of what the hotel’s conference or banquet halls look like, you may even want to make a suggestion out of these. And as for the dates, you may have an estimate or target date in mind. But it pays to be flexible since hotels do experience high or low seasons, so it’s a hit-or-miss opportunity.

Don’t forget to be precise about the number of attendees, as this will matter for the size of the venue. You need to give an allowance, in case your own client decides to add more. Also, you may want to ask additional queries regarding room accommodation or the usage of other hotel facilities. To add this information, you must be as detailed as possible in regards to room requirements and the estimate number of rooms.

3. Event Food Service

You must make it clear if you need the hotel to provide meals for the event, as some event planners prefer bringing in external vendors. If you do, then provide the meal requirements, what type of food you need, and at what time of day. Do you need the hotel to provide some snacks in between? Be as detailed as possible in your RFP. Don’t forget to take note if there are also any meal restrictions with some of the guests so the hotel can be able to suggest the proper meal plan for the attendees.

4. Event Theme

Include in your proposal the theme of the event, if you are hosting a wedding anniversary then make it clear to the hotel if they can provide the right linens or decorations for the event. This can also help hoteliers suggest the perfect venue amongst their property to hold the event that would coincide with the event’s theme.

5. Budget Guidelines

This is one of the most important sections of your RFP, the budget. You must be detailed and clear with the estimated budget for the overall event. And don’t forget to ask for rates for any miscellaneous such as:

  • Usage of internet or wifi
  • Corkage, which is a per-bottle fee that a venue charges when you bring your own alcohol to be consumed at the event
  • Additional inhouse staff services
  • Cancellation and modification fees
  • Parking fees
  • Surcharges

6. Provide A Deadline

Of course, you cannot wait for a very long time to receive feedback from your vendor, also on your part make sure to plan early. You can never tell how long hotels would get back with their hotel proposals. Make sure your deadline has ample time for you and your team to decide, not only that you may also express in your hotel RFP that you need also time to visit the hotel property for a hotel inspection.

7. Contact Details

Include your complete contact details in the RFP, so the hotel may reach out to you anytime in case they want to verify or clarify some things.

FAQs

What Is an Event Management?

This is the process of executing small and large-scale events such as concerts, weddings, conventions, trade fairs, and other similar and complex events.

Who are Event Planners?

Event planners are individuals who plan events from its idea conception to the actual event. They are in charge of organizing all aspects involved in planning an event.

What Is the Main Purpose Of an RFP?

The main purpose of an RFP is to transmit into writing the requirements a buyer needs in terms of products/goods they need or services they want to avail for completion of a project.

One of the best ways to seek information from a hotel vendor is by forwarding a hotel request for proposal. This will save you time and you get to relay the right information to hoteliers for the requirements that you need.

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