Updated March 2025
Why Your Venue RFPs Might Not Be Getting Responses
We’ve been hearing from event planners about how tough it is to get a response from hotels after sending out a Request for Proposal (RFP). It can be incredibly frustrating to finalize all the event details, turn them into a detailed RFP, send it out, and then… nothing.
Even if you haven’t faced the unfortunate situation of getting no responses at all, you might have received fewer proposals than you wanted.
From our experience distributing RFPs and talking to hotel professionals, we’ve picked up a few tips that could help your next RFP get more attention.
How to Revise Your RFP to Get More Hotel Responses
I had a colleague that would always say, “a confused mind does nothing,” when I would present an overcomplicated document or idea. In other words, if the reader has to try too hard to understand what you are asking, they may simply ignore your RFP.
So when it comes to drafting your RFP, make sure you are using an easy-to-read font like Arial or Times New Roman in an 11 or 12-point size. Use formatting that makes finding information easy, such as tables or bullet points. Bold your headings. These are just a few easy changes you can make to revamp your RFP that could make a big difference. If you would like a copy of our RFP template – just contact us!
➡️ For more tips on how to choose a great venue, check out our Ultimate Venue Selection Checklist article.
Essential Information to Include in Your Hotel RFP
Your RFP should include the following basic information that will help route the RFP to the correct sales desk:
- Event name
- State of contract signing
- Dates and duration of the event
- Number of rooms needed per night
- Total number of rooms requested
- Contact information for the meeting planner
- A brief description of the event and event attendees on the RFP itself
Resist the temptation to over-explain your organizational background and event. Typically, we don’t include introductions in our RFPs, but if you prefer to communicate these details, keep it short. For example:
“We are seeking a venue for our 10th Annual Conference, which has grown each year. In 2025, we are planning for 250 attendees for the 3-night/4-day event. Preference will be given to proposals submitted by June 30, 2024.”
This communicates the longevity of your event and indicates that it is growing, which may signal to the hotel that it is worth exploring a partnership. It also highlights your deadline so hotels know to prioritize your proposal over those with no deadline or a later one.
➡️ For more insights on securing the best venue, read our Guide to Optimizing Venue Selection with AI.
How Venue Flexibility Can Improve RFP Responses
Hotels are thinking about room-to-space ratios. This represents the amount of meeting space your event uses for every guest room your attendees occupy. It’s an important metric used to determine the best group rate each venue can offer.
If you are a space-intensive group with a low room-to-space ratio, consider being flexible with room set-ups, hosting meal events in the main session, and maintaining flexibility in dates. If your group is just the opposite and is only seeking a room-block or maybe just a few meeting spaces, flexibility will allow hotels to think about how your event can fit with another group, which may lead to better rates and concessions. Similarly, flexibility with your dates can go a long way toward getting competitive venue proposals, so include all the options you are willing to consider in your RFP.
Final Thoughts: Crafting RFPs That Attract Hotel Interest
Crafting a standout RFP involves a blend of thorough preparation, clear communication, and strategic thinking. By delivering clear, concise details and highlighting flexibility, you can create an RFP that gets attention from hotels and paves the way for a successful, mutually beneficial partnership.
Next Step: Explore the top meeting destinations in the United States from Cvent.
Need help with your RFP? Contact CPS today to get expert support and a free copy of our RFP template!
