What is the hotel RFP process?
The hotel RFP (Request for Proposal) process is the structured workflow an event planner follows to solicit, compare, and select a hotel for a meeting or conference. It begins with writing a detailed brief and ends with contract signature.
What should be included in a hotel RFP?
A complete hotel RFP should include: event dates and flexibility, delegate numbers (minimum and maximum), room type requirements (plenary, breakout, exhibition), bedroom block size, DDR or full-buyout preference, AV requirements, catering needs, budget range, and decision deadline.
How many hotels should you include in an RFP?
Best practice is to send to 5–8 properties. Fewer than three limits comparison; more than ten generates response fatigue on both sides and dilutes hotel motivation to compete. Shortlist to 2–3 for site inspections.
How does Easy RFP simplify the hotel RFP process?
Easy RFP lets planners send a structured brief to multiple hotels in minutes, receive proposals in a standardised format for side-by-side comparison, and manage all communication in one inbox — replacing scattered emails with a single professional workflow.