Hold Type (Courtesy / Tentative / Definite) in Hotel RFPs (Plain English Definition + Examples)

Definition

Hold type is the commitment level of a reservation between planner and hotel. Courtesy hold = informal, no obligation, releases at hotel's discretion. Tentative hold = contracted but not yet signed, typically 14-30 days. Definite = signed contract, full commitment. The terminology is universal across European MICE.

In day-to-day European event sourcing, hold type sits inside a broader workflow that includes the brief, the longlist, the shortlist, the contract negotiation, and the post-event reconciliation. Understanding it in isolation is not enough — what matters is how it interacts with the other levers a planner can pull. The definition above is the textbook version; the sections below explain how it actually behaves in real RFPs.

Why Hold Type matters

Hold type determines who can pull the trigger. Courtesy holds let planners explore options without commitment; tentative holds reserve space while the contract is reviewed; definite holds are the only enforceable state. Mistaking 'tentative' for 'definite' is one of the most common (and expensive) planner errors.

The practical takeaway: planners and procurement teams who get hold type right typically see measurable improvements in either cost, risk exposure, or cycle time — sometimes all three. Teams who default to the supplier's standard language usually leave 5-15% of total event value on the table, often without realizing it. The skill is recognizing hold type when it appears, knowing the market-standard range, and treating any deviation from that range as a negotiation point — not a take-it-or-leave-it.

Example

A planner has tentative holds on 3 hotels in 3 cities while the executive team picks a venue. Two release after 14 days (per the tentative terms); one converts to definite when the contract is signed. The hotel sales team uses the tentative window to qualify whether the deal is real.

This example is representative of mid-to-large European corporate MICE — pharma, finance, tech, professional services. Smaller events (under 50 attendees) and very large events (1,000+) often follow different conventions, but the underlying logic of hold type stays the same. The numbers move, the principle doesn't.

Where Hold Type appears in contracts

Hold type is the first piece of language in any hotel sales conversation: 'I can hold this on a tentative basis until the 15th.' Modern RFP platforms (including Easy RFP) track hold status visually so planners always know which option is in which state.

When reviewing a hotel proposal or contract draft, scan for hold type early — it's often easier to negotiate before the supplier has anchored on their preferred position. Easy RFP surfaces these terms in every comparison view so planners can spot deviations from market-standard ranges at a glance, rather than reading 14-page proposals line by line.

Related terms

Deeper reading