A comprehensive hotel RFP is the difference between receiving a generic brochure and getting a precise, competitive quote you can actually evaluate. This checklist covers every element professional event planners include — across six categories — to ensure no detail is missed.
Category 1: Event Overview (8 items)
- ☐ Event name and type (conference, training, AGM, incentive, product launch)
- ☐ Organisation name and industry sector
- ☐ Event purpose (why is this event happening?)
- ☐ Preferred dates (primary and 2 alternative date ranges)
- ☐ Event duration (number of days and nights)
- ☐ Participant profile (company employees, external clients, HCPs, VIPs)
- ☐ Expected attendance range (minimum and maximum)
- ☐ Decision timeline (when will you award the contract?)
Category 2: Accommodation (10 items)
- ☐ Number of rooms required per night (peak night)
- ☐ Room types needed (standard, superior, suites, accessible)
- ☐ Check-in and check-out times (standard and any early/late needs)
- ☐ Preferred rate per night (budget ceiling or ask for best available)
- ☐ Attrition tolerance (what % can you guarantee?)
- ☐ Cut-off date requirements (how far out do you need to hold block?)
- ☐ Complimentary room ratio requested (e.g. 1:20)
- ☐ VIP room/suite upgrades (number and category)
- ☐ Walk-in policy (do walk-ins count toward attrition?)
- ☐ Room block release schedule (when can unsold rooms be released?)
Category 3: Meeting Facilities (10 items)
- ☐ Plenary room capacity and configuration (theatre, classroom, boardroom)
- ☐ Number and size of breakout rooms required
- ☐ Exhibition or sponsor space (if applicable)
- ☐ Registration desk space and timing
- ☐ Preferred room setup times (how early before event?)
- ☐ 24-hour room hold or flexibility needed
- ☐ Connectivity: dedicated internet bandwidth required (specify Mbps)
- ☐ Hybrid/streaming requirements (camera positions, studio space)
- ☐ Simultaneous interpretation (number of languages and booths)
- ☐ Outdoor space requirements (if applicable)
Category 4: Food & Beverage (8 items)
- ☐ Welcome coffee and registration refreshments
- ☐ Morning break (time, duration, style)
- ☐ Lunch format (buffet, seated, working lunch, box lunch)
- ☐ Afternoon break (time and content)
- ☐ Welcome reception (date, guest count, style)
- ☐ Gala dinner (date, guest count, seated/buffet/cocktail)
- ☐ Dietary requirements (% vegetarian, vegan, halal, gluten-free, allergies)
- ☐ F&B minimum spend expectations (if any)
Category 5: AV & Technology (8 items)
- ☐ Projection type (single screen, dual screen, LED wall)
- ☐ Microphone requirements (lapel, handheld, conference, podium)
- ☐ Staging: dimensions and requirements
- ☐ Lighting (standard or theatrical/event lighting)
- ☐ Recording (audio, video, or both)
- ☐ Event app or audience interaction tools (Slido, Mentimeter)
- ☐ Dedicated AV technician on-site (full day?)
- ☐ AV rehearsal time required
Category 6: Contract & Logistics (8 items)
- ☐ Cancellation policy requirements (thresholds and percentages)
- ☐ Force majeure clause (scope — must include pandemic, government restrictions)
- ☐ Payment terms (deposit amount and timing)
- ☐ Price validity period requested
- ☐ Parking requirements (number of spaces, cost)
- ☐ Shuttle or transfer services needed
- ☐ On-site event coordinator (included or extra?)
- ☐ Response deadline for this RFP
Frequently Asked Questions
How long should a hotel RFP be?
An effective hotel RFP is 2–4 pages. Long enough to give hotels what they need to quote accurately; short enough that busy hotel sales managers will read it fully and respond promptly.
Should I include my budget in the RFP?
Including a DDR range (e.g. 'budget up to €150 per person per day') dramatically improves response quality. Hotels tailor their packages to your budget rather than guessing — which leads to more relevant and comparable quotes.
How many hotels should I send an RFP to?
6–8 hotels is the optimal range. Fewer limits your negotiating leverage; more creates unmanageable admin. Use a platform like Easy RFP to distribute simultaneously and track responses in real time.
What's the most commonly forgotten item in hotel RFPs?
Internet bandwidth requirements. Planners write 'good WiFi needed' without specifying Mbps. For hybrid events this is critical — always request a dedicated upload bandwidth figure from the hotel's technical team.
Can I reuse an RFP template across different events?
Yes, but customise it for each event. Hotels can tell when they receive a generic template — it reduces response rates. Always personalise the event description, dates, and specific requirements.
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