Hotel RFPs and venue sourcing are related but distinct processes. Understanding the difference helps planners use the ri...
Venue sourcing is the process of identifying and shortlisting potential venues for an event. An RFP (Request for Proposal) is the formal document sent to shortlisted venues to request detailed pricing and availability. Sourcing comes first; RFP follows once you have a shortlist.
No — ideally, you shortlist 3–5 hotels first, then send RFPs to all of them simultaneously. This lets you compare proposals on the same criteria. Sending an RFP to a single hotel gives you no negotiating leverage.
Planners use tools like Easy Hotel RFP to search a database of hotels, filter by capacity and location, and send a standardised RFP to multiple properties in one step. This replaces hours of email back-and-forth.
Best practice is 3–5 hotels per RFP. Fewer than 3 gives limited comparison. More than 7 creates too much admin for both you and the hotels. Always tell hotels they're competing — it sharpens their proposals.
Easy Hotel RFP lets you send one request to multiple hotels simultaneously — free for event planners.
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