The entire event production process can be pretty complex, but adding the need to house event attendees is a crucial component of a successful event. Between finding the right hotels, managing room blocks, and communicating with various parties (plus a million other tasks), there are many moving parts to lock in the right accommodations.
Fortunately, technology makes the process easier, specifically hotel RFP software tools! With more in-person events reemerging, the need to nail down this aspect of planning is more crucial than ever.
Don’t sweat it. We’ll walk you through everything you need to know about hotel RFP software, so you can begin to streamline event housing management.
Hotel RFP software tools are digital platforms that help event producers and/or housing companies source and secure hotel accommodations and meeting spaces for their events. They enable users to submit requests for proposals (RFPs) to multiple hotels simultaneously.
A variety of individuals and organizations use hotel RFP software tools, including:
Overall, these tools streamline the process of securing accommodations and meeting spaces, making it easier to secure top-tier accommodations for your event.
Hotel RFP platforms all vary: some allow you to send and respond to RFPs. Others provide a comprehensive suite of event housing management tools, encompassing revenue analysis, event website creation, and hotel block monitoring.
When searching for the best platform, we recommend selecting a comprehensive RFP software tool that streamlines all aspects of event production, not just the RFP process. Here are some key features to look out for.
A comprehensive hotel database is essential for an effective RFP tool. It should encompass hotels of all kinds, ranging from affordable to luxury, and from small boutiques to large chains.
This extensive selection enables event producers and housing companies to compare hotels based on key factors such as location, cost, facilities, and special services. This is particularly important for events with specific requirements, such as large halls, specialized AV systems, or outdoor spaces.
Additionally, the needs of your event attendees must also be prioritized. You should provide a variety of options for them to choose from, based on their budget, proximity to the event venue, specific amenities, and other factors. With numerous hotel options, event producers can review all available options and make informed choices that fit their event requirements and budget. A wide variety of hotels ensures that any type of event, from festivals to sporting events, can find the perfect hotel fit.
For hotels, this software is a real game-changer. It makes it simple for them to monitor new requests and respond to them promptly. Hotels can view all the deals from event organizers in one place and immediately seize opportunities, ultimately leading to increased business. For event organizers, it's like having a personal assistant. It helps them browse through different hotels, send their event details, and easily check hotel responses.
Users personalize their proposals to specify their exact needs, including room types and numbers, event dates, meeting spaces, setup styles, and additional services. Some even offer customizable templates available to match your branding.
Need to find the top hotels? Adjust the search to suit what your attendees are looking for, such as the location, cost, room types, and sizes. When inputting those details, you can adjust the data fields to ensure you're collecting the essential information for your event.
Don't want to miss out on essential updates? You can set custom alerts for specific events, such as changes to your proposal, replies from hotels, or upcoming deadlines. Additionally, you can create reports that provide a clear understanding of trends, costs, and your overall performance.
Having these options means that every time you use the software, it's designed to meet the specific needs of your event and attendees. It also makes sure that each proposal you send has its unique touch, reflecting the exceptional vision and needs of your event.
RFP software platforms offer handy tools that make chatting with everyone involved in the event a breeze. Even better, everything is in one place. You can have all your chats with different people right within the software, so you won't need to switch between different apps. Some tools even let you compare hotel responses side by side, so you can quickly identify who's offering the best deal.
Here’s a list of the best RFP software to find hotels and venues for your event. Remember, some RFP platforms keep it simple by allowing an easy exchange of RFPs, while others provide an end-to-end housing management solution. Let's dive in.
EventPipe is a modern event housing management solution that completely streamlines the RFP process for a range of events, from youth sports tournaments to corporate conventions and music festivals.
The platform connects event producers and housing companies with the thousands of hotels in its network. You can use filters to find the room type and amenities that meet your event's needs. You’re also able to specify any commissions or rebates that you expect to be a part of your proposal, as well as other concessions like comp rooms. If you’re contracting comp rooms, EventPipe makes it simple to keep track of how many you’ve earned to ensure you’re getting the credit you contracted for.
Hotels can use the portal to view and respond to your requests. You can also compare proposals side by side to choose the best hotels for your event, taking into account the needs of future participants, and negotiate better terms for your attendees.
Of course, EventPipe’s software doesn’t stop at RFPs. This end-to-end platform helps you quickly launch customized booking websites, manage room blocks and sub-blocks, automate reporting and invoicing, and access additional revenue opportunities–all from one place.
Key Features:
Best for: Youth sports tournaments, corporate events, trade shows, music festivals, and more.
Hotel RFP software is a digital platform that automates the process of sending RFPs to multiple hotels simultaneously, collecting responses, and comparing proposals side by side. It eliminates the back-and-forth email chaos and gives event organizers a centralized hub for managing all hotel negotiations.
Good hotel RFP software helps with: searching for hotels by location and amenities, sending branded RFPs to multiple properties at once, tracking proposal responses, comparing hotels, negotiating room rates and concessions, managing contracts, and monitoring room block pickup.
Cvent is best known for its attendee and event management capabilities. But you can use it to find venues and suppliers for an event. If you need a hotel for your conference, exhibit, roundtable, or networking event, Cvent could help.
Cvent’s RFP Showcase allows you to post events and receive up to seven bidders. Those who oversee a Convention and Visitor Bureau can utilize this feature to search for group business opportunities and notify qualified venues to submit their bids.
Cvent’s other features allow you to manage different aspects of your event, including registration, marketing, check-in and badging, budgeting, and lead capture, among other tasks.
Key Features:
Best for: Large online, hybrid, and in-person events
Amadeus offers Amadeus MeetingBroker, which allows event planners to submit inquiries to venues online. This platform automatically routes inquiries to each venue and its sales representatives, ensuring your RFP is evaluated by the right people. You can also integrate this specific service with other available services on Amadeus to add more functionality.
Key Features:
Best for: Professional events
Venuesuite is a tool that helps hotels and other venue owners get more clients. It achieves this by allowing interested parties to book venues directly from their websites and manage all reservations and inquiries from a single location. Those who use Venuesuite can follow up on proposals, check their messages, and get paid all from within the platform.
This tool features a modern, professional design that seamlessly integrates with any website. It also allows users to book any venue at any time of the day. Available spaces are updated regularly, so only those not booked on a particular day are shown to potential clients.
Key Features:
Best for: Smaller meetings
RFP360 enables users to issue requests based on templates provided by the system. This helps simplify the RFP request process. If you’re working with a team, you can delegate tasks, set deadlines, and talk to your stakeholders. There is also a feature that allows you to compare responses side by side. You can also generate reports showing your progress, including RFP status updates. You’ll know exactly where you are, thanks to the real-time project overview.
It’s possible to invite hotels and venues to respond in RFP360, allowing you to manage responses directly within the app. This will also allow you to track their progress more easily.
Key Features:
Best for: Finding vendors & service providers
SpeedRFP is a club-based RFP system with a built-in messaging system. You can use it to submit RFPs with a few clicks. It will help you submit proposals and track them effectively. You can use it for organizing meetings, weddings, and other social events. Hotel salespeople also use the platform to manage all the requests they receive. SpeedRFP works on any device as long as it’s connected to the internet.
With this tool, event planners only need to create an RFP once, which can then be submitted to hotels and venues as long as they’re on a SpeedRFP-enabled website. You can save the RFP you created as a template for future use.
Key Features:
Best for: Meetings and corporate events
There are many RFP software programs on the market, but it's key to find one that works best for your event and workflow. If you’re looking for a simplified, modern, seamless RFP experience, EventPipe is the right choice. Easily select from tens of thousands of hotels using dozens of filters and then request your desired nights, room types, concessions, and comp rooms.
Plus, as an end-to-end event housing solution, you can also create customizable booking sites, manage reservations, and create additional revenue streams–all in one easy-to-use interface.
