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Hotel Request for Proposal Template
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What Is a Hotel Request for Proposal?
A hotel request for proposal is a formal request submitted by a client or buyer seeking bids from potential vendors. In this case, the event organizer or planner is typically the one who sources hotels as potential venues for events.
According to an online article by tech company G2, the actions or activities usually involved in the request for proposal or RFP process include the following: determining needs, writing, distributing, evaluating, reevaluating and finally, decision-making.
How Can a Hotel Refine and Improve Their Establishment?
Not all hotels are created equal. There are also different kinds of hotels from five star luxury hotels down to smaller, business hotels. But more than merely focusing on the type of hotel, there can be many ways to improve the state of a hotel and especially its service. Hotels fall under the hospitality industry and thus, makes it a part of the service sector. The following examples below describe simple steps on how hotel operators can work to become better for its guests.
Why Is There a Need For a Hotel Request for Proposal?
If you are an event planner, you would obviously need information and the right suppliers to help you execute your event. Whether it is a small intimate dinner or a grand week-long summit, a hotel request for proposal is a formal and official way to initialize a partnership between a supplier and an organizer. The following examples are some of the most common reasons why a hotel request for proposal or RFP is required.
How to Create a Hotel Request For Proposal
To create a hotel request for proposal, you must gather enough important information about the event or occasion. You do not necessarily have to start from scratch; there are different sample templates above that are easily editable and printable. You can simply choose one that best suits your needs and follow the tutorial guide below.
Step 1: Provide a Brief Background
Since you are initiating the request, you need to introduce yourself professionally. This section is merely an opening or introductory part of your request. Depending on the kind of event you are planning, a general background can be anything from a brief company overview or a short description of your business, products, services or even interests. It should not be too lengthy, a few brief paragraphs should suffice. Do not forget to include your company name or the individuals or group you are representing as an event organizer.
Step 2: Describe the Event and Its Objectives
The next step is offering a clear and concise description of the event or occasion. The hotel would want to know if their hotel can meet the type of event you are planning for. Describe and provide basic details such as the kind of event, date, time, and all other general information. Along with basic information, you can also state the objective and purpose of holding the event. For instance, if you are planning a wedding, make sure to include the proposed date and time of the event.
Step 3: Specify the Requirements
In a hotel request for proposal, you are essentially asking the hotel if they can help you execute your event. It is important that as the vendor, they are given the right specifications in order for them to properly meet your needs. Once you have given a general description of the event itself, you can take a step further and identify your needs for each aspect of the event. For instance, you can include in your request for proposal your need for audio-visual support, catering, meeting room size, or even hotel room packages. The hotel can easily curate a price quote for you if you provide them with the details beforehand.
Step 4: Offer Contact Information
Make sure to leave your contact information in your request for proposal. Make sure to include your complete name, work address, email address, mobile number or social media account. If applicable and if you are a professional event planner, you can also include your complete company name, address and official website. You also want to ensure that the information you provide are updated and active so it will be easy for the hotel to reach out to you once they have received your request for proposal.
Step 5: Ask Additional Questions
Once you have covered all the basic information in your request, you can still leave a portion or space for any additional questions you may want to ask the supplier. This section is reserved for any other requests or concerns you may have. For example, you can ask ahead of time for the hotel’s guidelines on pets, outside food, use of amenities and other related matters.
FAQs
How do you write a hotel request for a proposal?
To write a hotel request for a proposal, you need to provide a brief overview of your company or business, describe the event in detail (e.g., wedding, conference, etc.), offer specifications on your event requirements and share your contact information.
What does RFP stand for in tourism?
RFP stands for request for proposal. A buyer, organizer or client typically sends these out to prospective suppliers or vendors (e.g., hotels).
What is a request for proposal used for?
A request for proposal is typically used for gathering information to enable an individual or team to select the appropriate vendor for a particular project or event. For a hotel request for proposal, an event organizer or event planner seeks proposals from prospective hotels to hold their events or gatherings.
A hotel request for proposal is relatively simple to make, all you need is the correct information. But with the help of any of the sample templates above, you can get it done in no time! Browse the editable forms, select one that matches your needs and download a free template today!