Hotel RFP Form Template
Streamline Your Hotel RFP Process with Ease
Struggling to manage requests for proposals in the hotel industry? This hotel RFP form template helps sales and marketing teams, event coordinators, and operations managers streamline their proposal management. With customizable fields, you can gather essential details, improve collaboration among teams, effortlessly compare proposals, and speed up decision-making. Plus, the WCAG-aligned labels ensure accessibility for all users. Explore our live template to start simplifying your RFP process today!
When to use this form
Use this form when you need hotels to bid on group stays, meetings, or events. Example: 60 rooms over three nights, two breakout rooms, a boardroom, and a banquet. It gathers dates, room block by night, space needs, AV, catering, and budget so properties can quote apples to apples. Event planners, travel managers, and admin teams benefit most; hotel sales teams reply faster with fewer follow-up emails. Pair it with the Meeting room reservation form to detail layouts and capacities, then use the Hotel guest registration form after you award to collect attendee names and preferences. Outcome: comparable proposals, clearer value, and a quicker decision.
Must Ask Hotel RFP Questions
- What are your preferred check-in and check-out dates, and how flexible are they?
Clarifying timing lets hotels confirm availability or suggest shifts that lower rates or avoid citywides. Flexibility within a day or two can unlock better space or concessions.
- How many rooms do you need per night, by room type, and for how many nights?
A clear pickup pattern helps revenue teams size your block, propose attrition, and align staffing. It also prevents overbuying and keeps proposals comparable.
- What meeting and event space, setups, capacities, and AV do you require?
Specifics on general sessions, breakouts, and load-in windows help hotels match rooms and quote accurate rental or minimums. If you plan a welcome dinner or tasting, the Restaurant reservation form can capture seating times and any dietary notes.
- What total budget and required inclusions should we price (e.g., Wi-Fi, breakfast, parking, fees)?
Declaring must-have inclusions ensures you get all-in pricing, not surprise add-ons later. It also speeds apples-to-apples comparisons across bids.
- What special services or constraints should we plan for (transfers, accessibility, sustainability, decision timeline)?
Calling this out early avoids last-minute costs and ensures the right partners are engaged. If air travel is part of the program, the Flight reservation form helps coordinate arrivals and departures.
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