Hotel RFP Response Time: Benchmarks and How to Speed It Up

Hotels typically respond to RFPs within 24–72 hours for well-structured requests. Complex or vague RFPs can take 5–7 days or receive no response at all. Sending via a platform like Easy RFP reduces average response time to under 48 hours because hotels receive standardised, complete briefs that require minimal back-and-forth clarification.

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Industry Benchmarks by Hotel Tier

Luxury (5★) chains: 48–72 hours (high volume of RFPs, dedicated conference sales teams). Mid-scale (4★): 24–48 hours (typically fastest). Economy (3★): 24–72 hours (may lack dedicated events staff). Independent boutique hotels: 48–96 hours (often smaller teams). If no response in 72 hours, send one follow-up. After 96 hours with no response, replace with another venue.

Why Hotels Respond Slowly

Incomplete RFP missing dates, delegate count, or budget. RFP sent to wrong contact (reservations vs. events sales). High-demand period with full occupancy. Hotel sees the event as unprofitable or misaligned with their target segment. Seasonal skeleton crew (August, Christmas week).

How to Get Responses in Under 48 Hours

Use a complete, standardised RFP (all 12 fields filled). Set a clear response deadline: 'Proposals required by [date] to be considered.' Address directly to the Events Sales Manager, not the general inbox. Send via Easy RFP — hotels prioritise platform RFPs because they come pre-qualified. Mention competitor venues in your RFP: competitive tension accelerates responses.

What to Do When Hotels Don't Respond

Wait 72 hours. Send one concise follow-up. If still no response at 96 hours, add a replacement venue to your shortlist. Document non-responders — a hotel that ignores your RFP will likely ignore issues during the event too.

Frequently Asked Questions

How long does a hotel RFP take?

Most hotels respond to a complete, well-written RFP within 24–72 hours. Using a platform like Easy RFP typically brings responses within 48 hours because the briefing is pre-formatted.

What happens if a hotel doesn't respond to my RFP?

After 72 hours without a response, send one brief follow-up. If still no reply at 96 hours, replace with another hotel on your longlist. Non-response often signals low interest or lack of availability.

How many hotels should I send an RFP to?

Send to 5–8 hotels for events up to 100 pax, and 8–12 for larger events. This creates competitive tension, ensures you have a fallback, and gives you enough data to identify true market rate.

Does sending multiple RFPs simultaneously affect relationships with hotels?

No. Sending competitive RFPs is standard practice in the MICE industry. Hotels expect it and prefer planners who are transparent about running a competitive process — it signals a professional buyer.

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