How to Write a Hotel RFP for a Conference
A hotel RFP (Request for Proposal) for a conference must specify event dates, delegate count, session formats, room requirements, F&B needs, AV specifications, accommodation block, budget ceiling, and decision timeline. Hotels that receive vague RFPs respond with inflated quotes. Hotels that receive detailed RFPs compete on value.
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The 12 Fields Every Conference RFP Must Include
1. Event dates and flexibility window. 2. Number of delegates (min/max). 3. Session format (plenary, breakouts, hybrid). 4. Main room capacity and layout (theatre, classroom, boardroom). 5. Breakout rooms needed. 6. AV requirements (basic vs advanced). 7. F&B scope (DDR, gala dinner, cocktail reception). 8. Accommodation block (room nights, single/double). 9. Accessibility requirements. 10. Sustainability criteria. 11. Budget ceiling or DDR target. 12. Decision date and shortlist timeline.
Common Mistakes That Inflate Quotes
Omitting the budget ceiling — hotels quote high when they don't know your ceiling. Not specifying room layout — 'conference room for 80' is ambiguous; '80 pax classroom with 3m projection screen' is not. Sending RFPs one by one — you lose the negotiating power that comes from competitive tension.
How Many Hotels Should You RFP?
Send to 5–8 hotels for events under 100 pax, and 8–12 for larger groups. Aim to shortlist 3 and negotiate a Best And Final Offer (BAFO) from each finalist.
Using Easy RFP to Automate the Process
Easy RFP lets you fill one standardised briefing form and send it to multiple hotels simultaneously. Responses arrive in a normalised comparison table — no chasing emails or reformatting Excel sheets.
Frequently Asked Questions
What is an RFP in hotel industry?
An RFP (Request for Proposal) is a structured document sent by event planners to hotels, asking them to submit a detailed quote for hosting a conference or event.
How long should a hotel RFP be?
A well-structured hotel RFP fits on one to two pages. More detail is better than less — but avoid padding. Hotels receive dozens of RFPs weekly; clarity wins attention.
What is BAFO in event planning?
BAFO stands for Best And Final Offer. After receiving initial proposals, planners request a BAFO from the top 2–3 shortlisted venues to secure the final best price before signing.
How quickly do hotels respond to RFPs?
Most hotels respond within 48–72 hours for well-written RFPs. Vague or incomplete RFPs often wait 5–7 days or receive no response at all.
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