Struggling to turn RFPs into confirmed bookings? You’re not alone. The hotel sector states its RFP win rates are between 5-7%. The first step towards generating group business is mastering the Request for Proposal (RFP) process, however, many hotel sales teams find it to be a challenge and time-consuming.
Want to make your proposal stand out from the competition? This guide will show you how—helping you respond with confidence, boost your conversion rate, and build lasting client relationships.
You’ll learn what buyers expect and how to write persuasive proposals that turn RFPs into real revenue. Whether you’re new to hotel sales or refining your approach, this guide gives you the tools to succeed. Ready to win more business?
Breaking Down the Hotel RFP Lifecycle
The Hotel RFP process typically follows these key stages:
Stage 1# Request Issued
A prospective client—such as a corporate event planner or travel agency—submits a Hotel RFP outlining their requirements, which include room blocks, event space, food, and price estimates.
Stage 2# Evaluation and Qualification
Hotels analyze the RFP to see whether the request matches their expertise and resources. This step entails determining if replying is beneficial depending on variables such as seasonality, prospective income, and brand match.
Stage 3# Proposal Development
Hotels create a unique answer that addresses the client’s demands, highlights distinctive propositions, including price, facilities, and regulations in their hotel RFP response.
AI-assisted RFPs and video RFP responses can help streamline the process by automating repetitive operations and boosting accuracy.
Stage 4# Submission and Follow-Up
Once the Hotel RFP has been filed, meticulous follow-up ensures that the proposal gets examined. This stage may include answering more questions or clarifying facts. Targeted marketing campaigns can also help keep your hotel at the top of clients’ thoughts during this stage.
Stage 5# Negotiation and Contracting
If chosen, the hotel and client will discuss conditions before finalizing the arrangement and signing the Hotel RFP document.Â
Stage 6# Execution and Service Delivery
Following the contract signing, the hotel plans for service operation. This assures a consistent guest experience that matches or exceeds the requirements specified in the Hotel RFP.
Basic Mistakes to Avoid While Filing Hotel RFP
Many hotels lose RFP responses because of the following mistakes:
- Generic Responses: Failure to customize proposals causes dissatisfaction. Clients want customized remedies that reflect an appreciation of their requirements.
- Slow Response Time: Slow submissions may suggest a lack of enthusiasm or skill, prompting clients to go to competing companies.
- Incomplete or Inaccurate Information: Missing information about price, availability, or services could result in rejection.
- Overly Complex or Unclear Proposals: Long or jargon-filled presentations might be challenging for clients to understand. Clear, simple, and compelling material is important.
- Ignoring Post-Submission Engagement: A lack of monitoring may result in a Hotel RFP proposal being disregarded.Â
Also Read: Avoiding 5 Common RFP Mistakes in Hospitality
Basic Practices for Personalizing Hotel RFP Responses
To improve Hotel RFP submissions and stand out from the competition, hotels should implement the following tactics:
Customization
Use the client’s name, provide particular event information, and, if relevant, refer to previous engagements. Customize recommendations for their goals, such as environmental efforts, wellness programs, or technological solutions, in the Hotel RFP.
Data-Driven Insights
Incorporate pertinent data, feedback, and case studies to demonstrate the hotel’s legitimacy and success of previous events.
Visual Enhancements
Images, infographics, and video material make Hotel RFP submissions more interesting and consumable. A virtual tour of meeting venues or a tailored video greeting from the sales staff may leave an indelible mark. You can try out Hippo Video for creating engaging videos for your hotels.Â
Compelling Storytelling
Instead of listing facilities, create a story that reflects the client’s concept. Show how your hotel will add to an effective occasion or stay, as specified in the Hotel RFP.
How can Videos Increase Hotel RFP Responses
Video is an effective tool that may improve Hotel RFP responses in various ways:
- Tailored Greetings: A brief video message from the hotel’s sales representative may build trust and convey excitement.
- Virtual or Avatar-Guided Tours: Showcase conference spaces, guest rooms, and on-site facilities to offer clients an accurate impression of the location.
- Client Reviews: Real-world success stories increase reliability and credibility. Great reviews don’t just boost your hotel’s reputation—they make planners feel confident choosing you. When past clients rave about your service, it sets you apart from the competition and makes winning RFPs that much easier.
- Personalized Pitch: A personalized video that addresses the client’s unique requirements might help your Hotel RFP responses stand out.Â
How to Use Videos in Hotel RFP Responses
Here’s a step-by-step guide explaining how to use videos in Hotel RFP responses:
Step 1: Plan the Content
Determine the main point you want to express and keep it brief (1-2 minutes).Â
Step 2: Use High-Quality Production
Ensure proper lighting, clean audio, and a professional appearance.
Step 3: Tailor the Message
Address the customer by name and include particular information from their Hotel RFP.
Step 4: Include a Call to Action
Motivate the customer to take the next action, such as booking a site visit.
Step 5: Host Videos on Accessible Platforms
Use YouTube, Vimeo, or an embedded link in your Hotel RFP responses to ensure smooth viewing.Â
Step 6: Follow Engagement
Track video views and respond accordingly to evaluate interest. Tools like Hippo Video can automate all these steps by pulling the RFPs from your mail and Cvent.
Other than these, you can opt for targeted marketing campaigns to generate more attention and improve conversion rates.
5 Case Studies of Hotels Successfully Using the RFP ProcessÂ
Ever wondered how some hotels consistently win big with RFPs? These five real stories show how smart strategies and a little creativity turned proposals into profitable bookings.
Marriott International’s AI-Powered RFP Process
Marriott International has adopted artificial intelligence (AI) to overhaul its RFP process. By creating an AI incubator, the organization investigated over 150 AI use cases, with an emphasis on speedier content development, improved customer service, and enhanced intelligence for employees.
The purpose of this project was to improve the productivity of content creation, enhance visitor engagement through effective and automated interactions, and free the staff from tedious work to better attend to tasks that increased guest satisfaction.Â
AI implementation has greatly enhanced productivity and personalized service, which, in turn, has improved the overall experience of the clients.
Hilton’s Integration of Virtual Tours in RFP Responses
Hilton Worldwide also used digital tours in its RFP submissions to offer potential clients a true and accurate representation of its venues. Hilton provides virtual tours of meeting spaces, hotel rooms, and amenities, which allows hospitality executives and customers to imagine their meetings and stays without on-site visits.
This strategy not only saves time but also allows consumers to make informed decisions, resulting in more participation and speedier reservation confirmations.Â
Hyatt Offers Tailored Video Messaging to Event Planners
Hyatt Hotels has implemented artificial intelligence to monitor and predict customer behavior, feedback, bookings, and room preferences. This data-oriented approach enables Hyatt to customize client experiences and foster a welcoming atmosphere.
Understanding individual preferences allows Hyatt to customize its products to meet specific needs, increasing guest satisfaction and loyalty.
InterContinental Hotels Group’s Simple RFP Process
Cognizant partners with InterContinental Hotel Groups to simplify the RFP process to improve efficiency and meet demand through digital transformation efforts. IHG has been able to enhance its business process and customer experience.Â
IHG’s digital RFP process has been established for both the company and its customers, providing simplicity and success through technology.
Accor’s Data-Driven RFP Simplification Strategy
Accor used digital transformation to simplify its RFP process using strategies based on data. Accor Group was able to double guest satisfaction and the efficiency of the operation by using big data and AI.
Taking advantage of the new digital technology has helped Accor create a more customized and successful RFP process, resulting in improved client satisfaction and business results.
Atrium Hospitality & Stonebridge Companies Achieved 3X Higher RFP Engagement
Using Hippo Video, Atrium Hospitality and Stonebridge companies achieved 3x higher RFP engagement, a 1.6x jump in lead volume, 80% lesser proposal clarifications and a 66% boost in Net Prompter Score (NPS).Â
Hippo Video offers a Hospitality Deal Room where prospective buyers can find all the required information compiled in engaging and clickable videos.
Elevate Your Hotel Marketing Content with Hippo Video
A carefully designed, stimulating, and individualized Hotel RFP response can help you gain business and build lasting connections with clients. In addition, using RFP simplification approaches and targeted marketing campaigns can improve efficiency and efficacy in acquiring new prospects.Â
Enhance your Hotel RFP responses with compelling video proposals automatically. Check out Hippo Video to transform your plain RFP details from email or Cvent into an engaging and personalized video proposal within minutes, not days. Try Hippo Video today!
FAQs
1. What is a Hotel RFP?
A hotel RFP (Request for Proposal) is a formal request by organizers, corporate customers, or travel executives to hotels for specific proposals on lodging, event venues, catering, and additional facilities.
2. How can hotels improve their RFP response time?
Hotels can improve their RFP responses by using AI-assisted RFPs, automating repetitive processes, keeping a single repository of proposal templates, and allocating dedicated sales employees to address new inquiries quickly.Â
3. Why is video important in Hotel RFP responses?
Video content helps establish a personal connection with prospective customers. It also exposes hotel facilities with greater impact and provides a human touch that textual proposals sometimes lack. Thus, video content can greatly boost interaction and conversion rates. Check out this blog about dynamic video proposals to know more
4. What key factors should be considered when crafting a Hotel RFP response?
Individualization, clear and competitive pricing, visual additions such as videos and informational graphics, an attractive value proposition, and excellent follow-up techniques are important in ensuring engagement post-submission.
5. How can hotels measure the success of their RFP responses?
Success in RFPs is measured by response time, acceptance rate, client feedback, conversion rates, and revenue. Using AI, RFP simplification, and targeted marketing helps hotels secure more contracts while enhancing guest experiences.