Careers Business Ownership What to Include in a Hotel RFP Share PINTEREST Email Print JGI/Jamie Grill/Getty Images Business Ownership Industries Event Planning Retail Small Business Restauranting Real Estate Nonprofit Organizations Landlords Import/Export Business Freelancing & Consulting Franchises Food & Beverage eBay E-commerce Construction Operations & Success Becoming an Owner By Rob Hard Rob Hard LinkedIn Twitter Western Illinois University DePaul University Rob Hard is a former writer for The Balance SMB. He is a communications professional and an experienced meeting and event planner. Learn about our Editorial Process Updated on 07/12/21 It's no secret that hoteliers are always looking for ways to find meeting and event planners who can select hotels and other venues for meetings, incentive trips, conferences, and exhibitions. Many hotels have relied upon online hotel RFP (Request for Proposals) sites, such as Conventionplanit.com and sabrehotelrfp.com to promote their meeting and conference service capabilities. They have also developed their own online RFP forms. Many planners are reluctant to send their hotel RFPs through third-party search engines, preferring to submit their requests for hotel bids directly to the hotel and conference centers. Information in a Hotel RFP The Convention Industry Council created helpful event accepted practices exchange (APEX) tools to assist with RFP preparation. Basic elements for a hotel RFP should include the following: Requestor's basic contact information (name, title, organization, address, phone, email, etc.)Event dates (provide at least two different options)Room blocks needed (dates and numbers of guest rooms)Meeting room requests (dates, room sizes, quantities)Food and beverage requirementsAccessibility requirementsShipping and receiving requirementsOther relevant information Taking Advantage of RFP Tools In addition, the Global Business Travel Association (GBTA) provides its members with an extensive hotel RFP tool event planners may wish to consider. Elements of the GBTA hotel RFP include the following: Hotel facility overview informationRFP requester overview informationGuest room contract detailsSize of a hotel's total meeting spaceTotal number of meeting roomsSize of a hotel's largest ballroom or meeting roomCeiling height for largest ballroom or meeting roomAvailability of a permanent boardroom Number of people boardroom accommodatesAvailability of dedicated exhibit spaceSize of the exhibit spaceDistance to the area convention centerName of convention centerTax percentage on food and beverageBanquet service charge percentageTax policy on banquet service chargesAvailability of in-house audiovisual (A/V) servicesDiscount policy on in-house A/V servicesAbility to use outside A/V vendors Number of meeting rooms with wireless high-speed internetNumber of meeting rooms with video conferencingFee for using own A/V vendorsAcceptable payment methods Meeting package rates In addition, it is helpful to share with hotel sales personnel the type of event because this provides insight into the meeting's objectives. The good news about working with hotels is that most should be fairly experienced at putting similar events together, and a great sales or catering manager will be able to share more details about ways to help meet the goals.