Industry Response Time Benchmarks
Based on patterns observed across thousands of hotel RFP submissions, here's what planners can realistically expect:
| RFP Type | Expected Response | Chase After |
|---|---|---|
| Simple day meeting (1 day, 10–30 pax) | 24–48 hours | 48 hours |
| Multi-day conference with accommodation | 48–72 hours | 72 hours |
| Large event (100+ pax, complex requirements) | 72–96 hours | 96 hours |
| Incentive or gala with bespoke catering | 3–5 business days | 5 days |
Why Hotels Respond Slowly (or Not at All)
Poorly formatted RFPs: Vague requirements, missing dates, or unclear group size force hotel sales teams to follow up before they can quote — adding a day or more to response time.
High occupancy periods: During peak seasons or when the hotel is running a large event, sales team capacity is reduced. Consider submitting RFPs during quieter periods or 12+ months in advance for major events.
No room availability: Hotels may simply ignore RFPs for dates they can't accommodate rather than sending a polite decline — a frustrating but common practice.
Long-shot events: A group of 200 pax sent to a 50-room hotel, or a £500 budget for a 5-star property, will be deprioritised by sales teams.
How to Chase Non-Responders Effectively
After the benchmark response period, a well-crafted chase message significantly improves conversion. Key elements:
- Reference the original RFP (date sent, event summary)
- State your decision deadline explicitly ("I need to make a venue decision by [date]")
- Confirm you are evaluating multiple venues (creates urgency)
- Offer a short call to discuss requirements (reduces their workload)
What Slow Response Signals
If a hotel consistently takes 5+ days to respond to RFPs, this is often a signal of how they'll handle event logistics. Responsiveness in the sales phase tends to predict operational responsiveness during the event itself.
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Start Your Free RFP →Frequently Asked Questions
How long should a hotel take to respond to an RFP?
Hotels should respond within 24–48 hours for simple day meetings and 48–96 hours for complex multi-day events. After these benchmarks, a follow-up is warranted.
Why do hotels not respond to event RFPs?
Common reasons: poorly formatted RFPs, no room availability for your dates, low-priority group size vs. hotel capacity, or peak-season staff capacity constraints.
How do you increase hotel RFP response rates?
Use a structured RFP platform with standardised fields, provide complete and accurate information, send to appropriately sized venues, and include a realistic budget range. Response rates improve 40–60% with structured vs. email RFPs.
What does a slow hotel RFP response signal?
Consistently slow RFP responses often indicate how the hotel will handle event logistics — responsiveness in the sales phase tends to predict operational service quality during your event.