What to Include in Your Hotel RFP for the Best Results
What to Include in Your Hotel RFP for the Best Results


If you’re in the market for a hotel for an event or group stay, sending out an RFP (Request for Proposal) can be one of the best ways to get quotes from multiple vendors.

When creating your RFP, it’s important to include all necessary information so that each hotel is able to provide an accurate quote.

To help you create your perfect request, we have put together this guide on a few aspects that should be included in your hotel RFP.

From details about room preferences and amenities to budget considerations, this article covers everything you need to know when crafting an effective hotel request for proposal.

1. Date and Duration

Including the dates and duration of your stay in an RFP is essential for hotels to be able to provide an accurate quote.

When a hotel knows the date range of the stay, they can plan ahead for expected occupancy rates as well as adjust staffing accordingly.

If your dates are not set in stone, try providing an estimate or range so that the hotel had enough details to work with.

2. Room Preferences

Be sure to include the number of rooms you need and any other specific requests, such as separate bedrooms or adjoining rooms for families traveling together.

It can also be helpful to communicate your preferred bedding layout, including twin beds versus a king-sized bed.

It’s also a good idea to specify any accessibility requirements you may have for any guests whether a few or the entire group.

3. Amenities Needed

When crafting your RFP, include details of the amenities you need to ensure a successful stay for your guests.

This could range from complimentary Wi-Fi, parking, and breakfast options to fitness centers and pools.

If there are particular types of services that you require such as spa treatments or private meeting rooms, be sure to include those details as well.

If your hotel needs to be geared toward business travelers, for example, be sure to outline this and the preferred amenities to fit those needs.

4. Budget and Payment Terms

It’s important to include an estimated budget for your stay in the RFP so that each hotel can provide a quote based on your requirements.

Any information regarding payment terms should be included in the RFP. Many hotels may offer discounts for prepayment or group booking, which is why offering up the option can be helpful. Because budget is usually one of the fastest ways to rule out an option, being upfront about this is crucial.

5. Contact Information

In addition to the details of your request, it should go without saying that you’ll want to include contact information such as name, email address and phone number that vendors can use if they need additional clarification on any points.

This will allow each hotel to respond to your RFP in a timely manner with all the information they need.

6. Response Deadline

Whether you’re on a tight deadline or a year out, you’ll want to ensure you get a timely response from each vendor, so be sure to include a deadline for submitting all responses.

This will give vendors enough time to provide accurate quotes without feeling rushed. Even if there is a rush, it’s best to be upfront about it for the sake of finding the right hotel for your needs.

7. Evaluation Criteria

Including a list of evaluation criteria in your RFP can help narrow down vendors and make it easier to compare each proposal.

This may include things like price, amenities, location or customer service ratings.

Bonus: Request Site Visit

Requesting a site visit when you are looking for a hotel can also be a good idea to make sure finalists are what you’re looking for.

Some things that a site visit allows you to do include seeing the hotel and ensuring it has everything that you need.

You can look at the rooms, check out the amenities, and make sure it is close to where you want to be.


Creating an effective hotel RFP can help you find the best fit for your needs while also getting the most out of your budget.

From essential information like your date and duration or room preferences to desired amenities, you’ll be well on your way to finding the perfect accommodation.

With all these elements included, you can look forward to finding great value for your next hotel stay.

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