Patricia Driscoll |
4. Review Proposals & Negotiate
Once you receive proposals from the hotels, they’re assessed based on cost, amenities, services, availability, and location. If a certain hotel's proposal is attractive but could use some changes or different pricing options, negotiations would then take place.
Key areas of negotiation within a hotel RFP can include room rates, cancellation policies, complimentary services, potential upgrades, and other value-added services such as free Wi-Fi, parking or shuttle services.
Good negotiations are based on mutual understanding and defining a win-win solution for both parties. Providing clear, comprehensive information about your organization's needs and budget in the RFP and demonstrating flexibility where possible will help foster a productive negotiation process.
5. Sign Contracts
After the selection process, both parties draw up and sign a contract. This includes final agreed-upon terms, rates, cancellation policy, etc.
Pro Tip: Before you accept and sign any contract review, ensure that everything needed to accommodate guests (for the event) is included.
6. Make Hotel RFPs Easy With EventPipe
The RFP process can be time-consuming and tedious. Fortunately, software tools like e-RFP platforms and event management platforms can help streamline and simplify the process.
With EventPipe, users can generate, distribute, and handle RFPs and contracts, set up personalized booking websites, manage room blocks and sub-blocks and perform other event management tasks–all from one platform.
Challenges of Creating Hotel RFPs
If you’re still working through the RFP process manually, be prepared for these challenges:
Finding a hotel that meets all your attendees’ needs can be time-consuming: ultimately, you need to make sure you have enough rooms in the right locations on the right dates.
The perfect hotel is out there, but it may take some time to find. If you’re producing a larger event and have guests with particular needs that can narrow your search by a lot. Hotels have their own policies and may not be able to provide all the accommodation you’re looking for or have enough room available during the dates of the event.
You also need to find reasonably priced hotels that check off all the boxes for the event and attendees. But as a busy event producer, you most likely don't have time to call multiple hotels, inquire about their RFP process, and negotiate room blocks, amenities, dates, and times.
However, with EventPipe, you can select from thousands using filters for room types, locations, amenities, etc. Easily eliminate unnecessary hotels so you can review the ones that offer your needed locations, dates, and room types.
Negotiations can take some time, but they’re worth it! Good negotiations are based on mutual understanding and defining a win-win solution for all parties. Providing clear, comprehensive information about your organization's needs and budget in the RFP and demonstrating flexibility where possible will help foster a productive negotiation process.
Managing Proposal Submissions
Managing hotel proposal submissions for an event might be one of the most difficult tasks for event producers. Some event producers may receive a large number of proposals that need to be looked over thoroughly. Each proposal has to be reviewed for room blocks, amenities, pricing, location, and more.
Platforms like EventPipe can make managing numerous proposal submissions easier by reducing the paperwork and using end-user portals to view and accept hotel proposals. Event producers can send out requests with details regarding nights, room types, concessions, and more.
Hotel RFP Template
Ready to get your RFP set up? Here’s everything that you need to include:
The introduction should also include you and your company's name, contact information, and other details to help hotels understand who you are and why you're writing to them.
RFP Purpose Statement
The main objective is to invite hotel bids and get their proposals to see how they plan to satisfy your event housing needs. Whether it's centered on organizing an event or accommodation needs, the purpose statement outlines the exact services required, the expected quality, and the criteria for evaluating the proposals.
Create an Event Profile
The event profile should list all the requirements needed for attendees during the event, such as:
- Dates for the stay (and event if needed)
- Number of attendees
- Room types
- Meeting spaces or conference rooms
Include Attendee Requirements
Attendee requirements are any accommodations needed for specific guests. For example, if you have any attendees with disabilities, they may need a special room type, help with transportation, or can only eat a select few foods.
Pro tip: Take time to speak with attendees beforehand so you can add their needs to the RFP.
Provide Your Budget
Your budget indicates the financial limits your organization is prepared to spend on hotel services. It should factor in different expenses besides the room costs, such as food and beverage costs, hidden fees like local taxes and service charges and extended services like conference rooms or gym facilities.
Add a Deadline
Try to send your proposal to hotels as early as possible and set your deadline with enough time for hotels to respond to you. Hotels will need time to handle and coordinate complex bookings.
In fact, the more space and services you need, the earlier you need to draft and send your proposal.
Optimize Your Hotel RFP Process
If you're struggling with endless negotiations, confusing contracts, or complex vendor comparisons, it's time to revolutionize your RFP process with EventPipe.
EventPipe specializes in managing event housing and is committed to linking you with the ideal hotel for your occasion. We simplify your RPF process via our hotel portal, allowing you to view, request, or approve proposals from your preferred hotel.
Sending detailed proposals with EventPipe streamlines the RFP process because hotels can see your statement, budgets, necessary amenities and services, and more. You can also compare proposals side by side to choose the best hotels for your event and future participants.
Additionally, our software enables you to conveniently manage all your room blocks from a single location or delegate this task to a designated room block manager for the event.
Want to learn more?