Hotel rfp template

All of our proposal templates are completely customizable. This proposal sample can be customized by event management companies to quote their event planning services. Catering companies that provide food and beverage services for guests of special events will find this example business proposal format helpful when quoting their services. Managing proposals is a breeze in Proposify. Save all your case studies, fees, images and team bios all in one central library. No more emailing big PDFs, printing and shipping proposals or faxing back signatures ugh.

Your client gets a branded, interactive proposal they can sign off electronically. No need for extra software or logins. Oh, and we tell you as soon as your client opens it.

Keep a pulse on your the sales pipeline of your agency. Proposify lets you know your close rate, which sections of your proposals get viewed and for how long, and all kinds of insight into what goes into your most successful proposals so you can sell smarter.

Proposals are just one part of your agency sales process. We tie together your other software, so you can import contacts from your CRM, auto create deals and generate invoices in your accounting software. We are regularly adding new integrations.

How to Write a Request for Proposal (RFP) for Hotel Services

Our customer happiness specialists are at the ready, armed with friendly, helpful, timely support by email or online messaging. And we never, EVER disclose any data to third-parties without your permission. Related Proposals. Event Management Proposal Template This proposal sample can be customized by event management companies to quote their event planning services. Catering Proposal Template Catering companies that provide food and beverage services for guests of special events will find this example business proposal format helpful when quoting their services.

Learn why over 8, businesses love Proposify. Get a demo and start your team's total takeover. I want a demo!Traditionally, hotels and chains only respond to RFP's they directly received from a corporation, with Sabre Hotel RFP, you can compete even if you weren't selected. That's a world of untapped revenue opportunities waiting for you. Direct Bids are corporate sales leads sent directly from the travel buyer to the property through the product. Hotels receive login credentials when invited to bid or they can Request a Free Hotel Login to view and respond to their Direct Bid opportunities.

Competitive Bids are pre-qualified corporate leads for new transient hotel business - they are clearly identified on your "Bids" tab as the green shaded rows.

A subscription is required and allows the hotel to respond to an unlimited number of opportunities while the subscription is active. This unique service unlocks new opportunities for hotels of all sizes. As part of the Sabre portfolio of products, no other solution opens more doors to corporate sales leads than Sabre hotel RFP. Small, medium and large chains can benefit from a FREE view of all opportunities available at properties within a chain.

Sabre Hotel RFP eliminates the need to maintain multiple logins to access individual property opportunities within the chain. Chain Portal subscribers can also receive additional benefit from subscribing to Competitive Bids - allowing them to both view and respond to pre-qualified corporate leads on behalf of the chain and individual properties they represent. Ask us how! Plus the included subscription to Competitive Bids allows the hotel to respond to an unlimited number of opportunities while the subscription is active.

As part of the Sabre portfolio of products, no other solution opens more doors to corporate sales leads than Sabre Hotel RFP.

Hotel Meeting and Booking Request Form

Sabre Hotel RFP. Forgot password? Your password will be sent to the username you enter below. Your username is generally your primary email address. Enter characters shown in the image. Don't have a User ID? For more information please click here. What do we offer hotels and chains?

Sabre Hotel RFP Competitive Bids Competitive Bids are pre-qualified corporate leads for new transient hotel business - they are clearly identified on your "Bids" tab as the green shaded rows.So, what is a request for proposal?

A request for proposal RFP is basically a publication of detailed requirements by a prospective buyer in order to receive vendor offerings. RFP publication is an efficient tool to gather solution capabilities, which are then put into a decision matrix allowing the selection of the solution that best fits the requirements. You will find in it, amongst others, templates and samples of a cover letter, letter of intent, rejection letter, etc, and of course the RFP template.

It is highly recommended that you to read the suggestions below in order to write a proper and successful RFP.

hotel rfp template

By answering the questions above, you were able to gather relevant information that will help you detail the common sections of an RFP. Here is a brief description for each and any of the common sections of your RFP:. Particularly the RFP template. RFP Cover Letter. Definition of a Request for Proposal A request for proposal RFP is basically a publication of detailed requirements by a prospective buyer in order to receive vendor offerings.

Seems obvious but use a formal letterhead and do not handwrite your RFP. Indeed, using an a template and sample of an RFP will save you time. Identify all the key common sections of an RFP you should include by simply answering each and any of the questions Why?

Why does your organization need to buy a new solution? Answering this question allows you to create the section called Statement of Purpose. Provide a brief description of your organization. This information will become the Background information. What is the nature of your project? What are the needs? What are the expected outcomes? What is the contract? What kind of information and documents do you expect to receive from providers?

How will proposals be evaluated and the best matching solution selected? When to submit questions, proposal? When the decision will be taken?Business travel event planners organize their conferences, meetings, incentives, exhibitions and other special events at hotels, restaurants and other event venues.

But the challenge is, what should be included in standard request for proposals RFPs and hotels bids for these venues? Keep in mind, the goal is to approach the RFP for hotels and other venues in a way that maximizes your time and streamlines the selection process. For those wanting to obtain hotel bids for meetings and function space or the use of private event space at restaurants and other venues, a targeted initial inquiry may help achieve this.

And this was streamlined in August The good news about working with hotels and event venues is that most are highly experienced at putting similar events together, and to say that a sales or catering manager will be helpful is an understatement when it comes to the value of their roles.

So after the initial inquiry, it will be important for those planning business events to consider the following items, which are recommended by the National Business Travel Association NBTA hotel RFP tool:. For many event planners and business travelers, the most effective way to plan for meetings and events is to submit a private RFP to those hotels and venues that most interest them. Rob is editor of Business Travel Destinations. Rob reviews international destinations for meetings and events -- where business travelers go, the hotels where they stay and their lifestyle preferences on the road.

He spent more than a decade planning hundreds of corporate events throughout the U.

hotel rfp template

Rob was previously the event planning guide for About. His articles have appeared in business travel publications and travel sites internationally. Search for:. 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 requirements Accessibility requirements Shipping and receiving requirements Other relevant information The good news about working with hotels and event venues is that most are highly experienced at putting similar events together, and to say that a sales or catering manager will be helpful is an understatement when it comes to the value of their roles.

How many people does the boardroom accommodate? Does the hotel have dedicated exhibit space? What is the size of the exhibit space? Distance to the area convention center? What is the convention center name? What is the tax percentage on food and beverage? What is the banquet service charge percent? Are the banquet service charges taxed? How many meeting rooms contain high speed Internet? How many meeting rooms contain wireless high speed Internet? How may meeting rooms contain video conferencing?

Does the hotel offer day meeting package rates? About The Author. Related Posts. Recent Tweets Honest guy! How many checks went to people who weren't so honest?

I can imagine the taste of saltwater as well. Sounds delicious. I'll have to try it. Follow businesstravel.It may seem like a relatively easy task with the onset of electronic or eRFPs.

But it can actually create confusion, clutter, and competitiveness among the hospitality sector if the RFP is not written clearly and the target venues are not adequately defined. The buyer is interested in the procurement of services in this case hotel guest rooms, meeting, trade show space, food and beverage, etc.

Lanyon Training for RFP Inclusion Hotels

The requirements are all the same in order to evaluate responses in a comprehensive and fair manner. They could also just be looking to change due to a flux in meeting requirements — the meeting is significantly larger or smaller, the budget was slashed or the format is being overhauled.

Whatever the reason, it is now time to look around. However, be certain you are ready for a change. Take the time to give the recipient of your RFP a comprehensive overview of your company and the meeting you are asking them to bid on. Make sure the vendor understands your needs and why you think their hotel or convention center is a good fit. Be sure to include why you are issuing the RFP. Are you trying a new city?

Unsatisfied with the previous venue? Also be sure to include in your narrative what worked and what did not work in your previous meetings. Last, discuss the strengths and challenges with this event. You are letting them know as much about your conference on a macro level, thus reducing uncertainty and hopefully encouraging the hotel marketing staff to complete your request.

Writing an RFP

Tell them in a clear and concise manner what you are looking for from the event host. Is this a one shot event or are you looking to hold this meeting for multiple years at this destination? Is there a possibility that if everything goes well, this venue can be put into your meeting rotation? Let them know up front — because the possibility of future business can help them sweeten the deal even more. What are the top three to five things your organization hopes to accomplish from this event, and how can the venue help?

Be sure to start with your name, as well as the names of the company and the event. Let them know what type of market segment you fall into — association, corporate, government, non-profit, religious or social.

The sales staff at the hotel or convention center generally have their staff defined in these segments, which allows the most qualified person to best answer your inquiry.Recent advances in Request for Proposal RFP technology present a double-edged sword for hotel sales teams. On the one hand, a stream of requests coming in from around the country is a wonderful source of new leads for hungry sales teams. On the other hand, the sheer volume of requests of varying quality and relevance can leave sales teams confused, overwhelmed, and annoyed.

So how can sales teams adjust to the new normal of the RFP process and make it work for them? In the hotel industry, an RFP is submitted by a buyer, which in many cases is an event planner or group organizer.

RFP Templates to Bid Hotels, Event Venues and Event Services

The RFP is intended to clearly outline everything that the buyer is looking for — including meeting space requirements, the length of the event, and the expected number of attendees. It can feel like a waste of time and resources responding to and negotiating an RFP that will never be successful. Instead, find RFP success and save valuable time with smart lead scoring and strategic thinking.

Most Hotel RFP management software can assist with this process. But software is only as good as the information you feed into it.

During quarterly or annual sales meetings, make sure you take the time to identify what your hotel considers a good lead. Most software can continually adjust criteria and the weighting given to each, allowing them to adapt to changing business needs. For instance, a hotel that is behind pace for the year may want to give higher priority to RFPs for large, valuable events that require guest rooms, meeting space, catering, and audiovisual equipment.

A hotel with a midyear lull, meanwhile, may focus more on dates to find events that will fit into the slow period. You can get ready for the RFP process and event planner research with great curb appealincluding making sure that frequently asked questions appear right on the events page of your website.

Clearly label the information for group bookings, including event space setups, room capacities, food and beverage options, and lots of visuals of past events. Provide answers to frequently asked questions before they show up in the RFP so that planners can identify you as one of their top choices during their research process. If you are prepared for specific types of RFPs, you will be able to respond at a much faster rate. Using software here can help as you can create well-written, thoughtful template responses as well as use dynamic fields that fill in specific account information based on who you are responding to.

This will help you with your type of response, how fast you get there and whether you win the business. For example, many hotel RFP software solutions include standard and customizable templates tailored for specific event types — a wedding RFP template might include different fields and use different language than a corporate event RFP template.

This allows you to respond quickly with the right information.The days of the annual Hotel RFP process are numbered.

hotel rfp template

Many are ready to say goodbye to the process because of its cost and its tremendous time consumption. Ready to take its place is a new approach to hotel category management, which relies on long-term contracts and employs ongoing, real-time analytics. This new approach is already saving some companies millions in hotel spend. It simultaneously enhances the value of the hotel program, increases ROI and produces more accurate measures.

It is managed on an ongoing basis. Moving away from the annual RFP season will enable consulting firms like Advito to help clients focus on more strategic activities to drive discounts or pricing approaches, tools to drive traveler behavior changes, supplier communication and working with third party suppliers to leverage the power of technology.

Killing the RFP also produces advantages for hotel suppliers. Or, email us at advice advito. Companies will limit their program to hotels where they have room nights or more, for example.

Hotel and brand performance will be monitored in real time. If data indicate an issue exists, the company or its consultant will contact the hotel representative. If a resolution cannot be reached or if the market has changed, the company or hotel can opt out of the contract and a new RFP can be issued.

Instead of negotiating hundreds of RFPs annually, an organization might explore a few each month.


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