Submit Your Hotel Proposal Online

1. Rooms Required

Room rate per night ?

€ per room, per night

Room type

Describe the room you're offering

Occupancy ?

Rooms you can hold

Number of rooms you can block for this event

Breakfast is included in the room rate

Untick if breakfast costs extra

Room rate already includes VAT

Untick if VAT will be added on top of the rate

City tax ?

€ per person, per night (leave blank if none)

Rate valid until

Date this price is guaranteed

Booking deadline ?

Last day the organizer can confirm names

Group booking code Optional

Code guests use to book at the agreed rate

2. Meeting space Optional

Meeting room fee per day

€ per day (enter 0 if it's free with the event)

Capacity (people)

Room setup

Projector, screen and Wi-Fi are included

Standard audio-visual kit at no extra cost

Extra AV notes Optional

3. Food & drinks Optional

Minimum food & drink spend per day ?

€ total per day (leave blank if no minimum)

Coffee break per person

€ / person (coffee + pastries)

Lunch per person

€ / person (3-course or buffet)

Dinner per person

€ / person (set menu)

Welcome cocktail per person

€ / person (1h open bar with canapés)

4. Extras for the organizer Optional

Complimentary rooms ?

A strong deal usually includes this

Room cancellation buffer ?

If fewer guests show up, the organizer doesn't pay for this %

Parking per day

€ / car / day (0 if free)

Airport transfer Optional

€ per car, one-way

Wi-Fi is free in rooms and meeting spaces

Most expect this by default

Enterprise-grade Wi-Fi (100 Mbps+)

Dedicated bandwidth for conferences and hybrid streaming

Airport shuttle / transfer on request

Tick if you can arrange pickups or have a partner service

Early check-in available

Guests arriving before 3 pm can access rooms

Late check-out available

Guests can stay past noon on departure day

Flexible cancellation policy

Group can cancel with minimal penalty up to 30 days before

Facilities available

Outdoor / terrace space

Garden, rooftop or terrace for breaks or networking

Gym / pool access

Fitness centre or pool included for guests

Spa / wellness facilities

On-site spa, sauna or wellness treatments

Breakout rooms available

Smaller rooms for workshop groups or side sessions

Stage / podium setup

Raised stage, podium and full theatre layout available

Exhibitor / booth space

Dedicated floor space for stands or sponsor activations

Hybrid / live-streaming setup

Camera-ready rooms with encoding equipment or on-site tech support

Food & drink extras

Coffee breaks included in meeting package

Mid-morning and mid-afternoon refreshments

Welcome drinks / open bar on request

Reception cocktails or dinner open bar can be arranged

Gala dinner capability

Banquet-style dinner for the full group in one venue

Other

EV charging stations

On-site electric vehicle charging for guests

Full accessibility

Wheelchair access, hearing loops and vision aids throughout

Pet-friendly rooms

Guests can bring pets (dogs accepted)

Sustainability certification

ISO 20121, Green Key, EU Ecolabel or equivalent

5. Partner perks Pro feature

Increase your chances of winning

Hotels with partner perks are 2.4x more likely to be shortlisted. The organizer sees this as added value, at zero cost to you.

Share any discounts or exclusive access you've lined up with restaurants, activities or local providers. Even one perk makes your proposal stand out.

One-line summary ?

Restaurant partners

Activities & experiences

Wellness & spa Optional

Cultural Optional

Transport partners Optional

Discount notes Optional

6. Best-and-final offer round Pro feature

Want a second chance if another hotel beats you?
If you tick this, Easy RFP will show you the best competing terms (without naming the hotel) and invite you to submit a revised offer within 24 hours. You only participate if you want to.

Yes, let me see competing terms and submit a final offer

You'll only see prices and concessions. No hotel names. You can still walk away.

Max discount you'd consider (%) Optional

Private (only used to pre-check if it's worth asking you)

Conditions Optional

7. Terms & sustainability Optional

Cancellation policy

In plain language: what happens if the organizer cancels?

Payment terms

Sustainability & green credentials Optional

Increasingly important for corporate bookings

8. Your contact info Required

So the organizer can reach you directly with questions.

Your name

Email

Please enter a valid email address (e.g. [email protected])

Direct phone

9. Full proposal PDF Optional

Attach your branded PDF if you'd like to send a full deck. We'll show it to the organizer alongside the numbers above.

Drop your PDF here or click to upload

PDF only, up to 10 MB

Anything else you'd like to add?

Send your proposal

Estimated deal value

Event details

Organizer

You're quoting for

Proposal sent

You've already submitted

You declined this RFP