Providing Complete Information
The more detail you provide in your RFP, the more accurate and competitive the group rate quotes will be. Here is what hotels typically need to know:
Required Information
- City or Destination: Where are you looking to stay? Be as specific as possible (neighborhood, proximity to a venue).
- Check-in and Check-out Dates: Exact dates of your stay. If your dates are flexible, mention that as well.
- Number of Rooms: How many rooms do you need per night? Specify if the count varies across nights.
- Room Type Preferences: King, double/double, suites, ADA-accessible rooms, or a mix.
Helpful Additional Information
- Event Type: Is this a wedding, corporate meeting, sports tournament, reunion, or conference? Hotels often tailor their offers based on the type of event.
- Special Requests: Meeting space, catering, airport shuttle, early check-in, late checkout, or other needs.
- Budget Range: If you have a target rate per night, sharing it helps hotels craft an offer that fits.
- Decision Timeline: When do you need to finalize the booking? This helps hotels prioritize your request.
Providing thorough information upfront reduces back-and-forth with hotels and helps you receive more relevant proposals faster.