EasyRFP · Hotel RFP Template 2026 EDITION · FILL · SHARE · EXPORT
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EasyRFP
2026 EDITION
THE EUROPEAN MICE STANDARD

Hotel RFP
template.

The exact specification used by European MICE planners. Battle-tested across 4,763 hotels in our network, refined every quarter.

4,763
European MICE hotels covered
150+
Editable fields · live cost estimator
13
A4 pages · print-ready
Free under CC-BY 4.0 · EasyRFP 2026 easyhotelrfp.com · 14-day free trial
PAGE
01 / 13
EasyRFP · Hotel RFP Template
2026
GETTING STARTED

How to use this.

Fill the Brief once. The rest takes ten minutes. Send sections 1–4 to each hotel; keep 5–7 internal as the positions you negotiate from.

⏱ TIME TO COMPLETE
30min
If you fill the Brief carefully. Skip it and expect 15+ rounds of clarifying emails per hotel.
↗ HOTELS YOU CAN SEND TO
50+
Once filled, this template is a 1-to-many — paste it into any hotel's contact form or sales email.
WHAT'S INSIDE
1
Event Brief
PAGES 3–4 · SEND TO HOTEL
P. 03
2
Room Block
PER NIGHT · SEND
P. 05
3
Meeting Space
PLENARY + BREAKOUTS
P. 06
4
Food & Beverage
BREAKS · MEALS · GALA
P. 07
5
AV Requirements
PLENARY · LIVESTREAM
P. 08
6
Contract Terms
INTERNAL · 8 CARVE-OUTS
P. 09
7
Compliance & ESG
GDPR · HCP · ESG · DATA
P. 11
8
Budget & Estimator
PAYMENT · LIVE COST
P. 12
9
Scoring Matrix
17 DIMENSIONS · WEIGHTED · INTERNAL
P. 10
WANT IT AUTOMATED

EasyRFP runs this entire workflow in 5 minutes.

Brief once, the AI fills the template, sends to 50 hotels, scores proposals across 17 dimensions, and runs the BAFO round.

easyhotelrfp.com/app2/register FREE · 1 RFP / MO · 5 HOTELS · NO CARD
EASYRFP · 2026
easyhotelrfp.com 02 / 13
EasyRFP · Hotel RFP Template
SECTION 1 · BRIEF
1

Event Brief

The hotel reads this first. Be specific — vague briefs get vague proposals.

Event overview

WHAT YOU'RE PLANNING · SHARED WITH HOTEL
Event name ?
Internal event code ?
Event type
Industry ?
Primary objective
Confidentiality ?
Decision owner

Dates

WHEN · FLEX MATTERS
Check-in
Check-out
Alternative date 1
Alternative date 2
Days of week pref.
Seasonality flex

Attendees

WHO'S COMING · COUNTS DRIVE PRICING
Total expected
Single rooms
Double rooms
Suites
Day attendees only
Speaker / VIP rooms
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EasyRFP · Hotel RFP Template
SECTION 1 · BRIEF · CONT.

Location

WHERE · DRIVES SHORTLIST
Preferred city
Acceptable alternatives
Max distance · airport
Max distance · city center
Parking required

Budget

€ · INCLUSIVE OF ALL CATEGORIES
Total budget
Per attendee
Hard ceiling / room / night
Currency
VAT-inclusive?

Hotel preferences

QUALITATIVE FIT
Min star rating
Brand preferences
Brand exclusions
Sustainability cert
ISO 14001GREEN KEYEARTHCHECKNONE
Accessibility
WCAGADAWHEELCHAIR

Timeline

MILESTONES · SHARED WITH HOTEL
RFP issued
Responses due
Site visits
BAFO round
Final decision
Contract signed by
EASYRFP · 2026
easyhotelrfp.com 04 / 13
EasyRFP · Hotel RFP Template
SECTION 2 · ROOM BLOCK
2

Room Block

Per-night, per-room-type breakdown. Be exact — vague rooms cost more.

NightDateSinglesDoublesSuitesRate cap €Notes
Night 1
Night 2
Night 3
Night 4

Required in rate

MUST BE INCLUDED · NON-NEGOTIABLE
  • Wi-Fi · room + lobby, high-speed
  • Breakfast · full buffet, hot + cold
  • Bottled water · daily refill in room
  • Service charge · included in rate
  • City tax · or quote separately

Policies to confirm

CRITICAL TERMS · IN PROPOSAL
  • Cut-off date for room-block release
  • Cancellation policy · sliding scale
  • Attrition clause · % releasable
  • Resale credit · re-sold rooms credited
EASYRFP · 2026
easyhotelrfp.com 05 / 13
EasyRFP · Hotel RFP Template
SECTION 3 · MEETING SPACE
3

Meeting Space

Plenary + breakouts. Be specific on setup — "boardroom" varies by hotel.

Room / FunctionCapacitySetupHoursDaysNotes
Plenary200Theater83Stage + lectern
Breakout 150Rounds62Soundproof
Breakout 250Rounds62Adjacent to BR1
Breakout 330Boardroom41Executive
Registration200Open123Coffee nearby
Gala dinner200Banquet51Dance floor
PRO TIP

Hotels misquote setups 38% of the time.

Specify setup (Theater / Rounds / U-Shape / Cabaret / Boardroom / Banquet) explicitly per room — the same capacity quoted in different setups can vary by 30% in cost.

EASYRFP · 2026
easyhotelrfp.com 06 / 13
EasyRFP · Hotel RFP Template
SECTION 4 · FOOD & BEVERAGE
4

Food & Beverage

Breakfast, breaks, lunch, dinner, gala — and dietary accommodation.

ItemDayFormatPaxTime€ ppNotes
Welcome cocktailDay 1Standing reception20018:00–20:00Hot+cold canapes, bar
BreakfastDay 1–4Hot+cold buffet20007:00–10:00V/VG/GF/Halal
AM coffeeDay 1–4Coffee station20010:30–11:00Coffee/tea/pastries
LunchDay 1–4Buffet 3 hot / 3 cold20012:30–14:00Dietary as breakfast
PM coffeeDay 1–4Coffee station20015:30–16:00Coffee/tea/snacks
Gala dinnerDay 4Plated 3-course20020:00–23:00Wine pairing

Dietary · must accommodate ?

TAP TO TOGGLE · CONFIRMED IN PROPOSAL
EASYRFP · 2026
easyhotelrfp.com 07 / 13
EasyRFP · Hotel RFP Template
SECTION 5 · AV REQUIREMENTS
5

AV Requirements

Plenary + breakout AV, livestream, recording. Spec hardware — not "screens".

EquipmentQtyLocation€ / dayNotes
LED screen 3×4m1Plenary16:9, 4K, edge-fade-blended
PA + 4 wireless mics1PlenaryLavalier + handheld
Confidence monitor2Stage32-inch
Stage lighting1PlenaryDMX + spotlight
Translation booth2PlenaryEN/DE/FR, 100 receivers
Projector breakout4BreakoutsShort-throw HD
Livestream rig1Plenary1080p, 2 cameras
Multi-cam recording1Plenary4K post-event .mp4
Tech crew2Site-wideSetup + run-of-show
NEGOTIATE

AV is where hotels mark up 200–400%.

Always ask for AV as a line-item discount of 15–25% off rack rate — and price-check against an external AV vendor for plenary > 100 pax. Most hotels will match.

EASYRFP · 2026
easyhotelrfp.com 08 / 13
EasyRFP · Hotel RFP Template
SECTION 6 · CONTRACT · INTERNAL
6

Contract Terms

Internal — these are positions you negotiate from, not what you send.

Keep this section internal. These are your opening positions — don't include in the RFP you send to hotels. Hotels expect to negotiate from their standard contract.

Cancellation policy ?

SLIDING SCALE · CARVE-OUT 1
  • 120+ days out · 100% refund
  • 90 days · 75% refund
  • 60 days · 50% refund
  • 30 days · 25% refund
  • < 30 days · 0%

Attrition · room block

RELEASE WITHOUT PENALTY · CARVE-OUT 2
  • 20% at 30 days out · no penalty
  • Sliding scale below 30 days
  • Cut-off date · 30 days (hotels want 60 — negotiate)
  • Resale credit · 100% if hotel re-sells

Force majeure ?

MUTUAL EXIT · CARVE-OUT 3
Mutual termination right with refund of all deposits if event prevented by force majeure (incl. pandemic, war, government travel restriction, public-health emergency, terrorism, natural disaster).

Payment terms

DEPOSIT SCHEDULE · CARVE-OUT 4
  • 20% on signing
  • 30% at 60 days out
  • Balance · day-of via master account

Concessions · ask for ?

USUALLY GRANTED · CARVE-OUT 5 · TAP TO TOGGLE
Termination right (no-cause)
Indemnification cap ?
Governing law
EASYRFP · 2026
easyhotelrfp.com 09 / 13
EasyRFP · Hotel RFP Template
SECTION 7 · SCORING · INTERNAL
7

Scoring Matrix

17 dimensions, weighted. Score 1–5 per dimension. Weighted total ranks proposals.

DIMENSIONWEIGHT
01
Total costSCORE 1–5
02
Room-block availabilitySCORE 1–5
03
Location / accessibilitySCORE 1–5
04
Meeting space fitSCORE 1–5
05
F&B qualitySCORE 1–5
06
AV capabilitySCORE 1–5
07
Cancellation termsSCORE 1–5
08
Brand reputationSCORE 1–5
09
Attrition termsSCORE 1–5
10
ConcessionsSCORE 1–5
11
Response timeSCORE 1–5
12
SustainabilitySCORE 1–5
13
AccessibilitySCORE 1–5
14
Past referencesSCORE 1–5
15
Tech crew on-siteSCORE 1–5
16
Dietary flexSCORE 1–5
17
Overall fitSCORE 1–5
Σ
Sum of weights (should = 1.00)AUTO-CALCULATED
1.00
METHODOLOGY

EasyRFP uses TOPSIS · weighted-sum is a simplification.

For a more rigorous multi-criteria scoring, EasyRFP runs a TOPSIS engine across these 17 dimensions. See easyhotelrfp.com/methodology

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EasyRFP · Hotel RFP Template
SECTION 7 · COMPLIANCE & ESG
7

Compliance & ESG

What CPO Risk & Legal need to see — declared upfront, never an afterthought.

Data & GDPR ?

DATA RESIDENCY · DPA
Data residency
DPA signed
Sub-processor list
Breach notification SLA

HCP & Pharma transparency ?

PHARMA ONLY
Pharma event?
HCPs attending
Per-HCP invoice line
Sunshine Act / EFPIA

ESG & Sustainability

SCOPE 3 REPORTING
Carbon report req'd
Single-use plastics
Local sourcing %
Food waste plan

Vendor risk ?

CERTS · INSURANCE · SSO
Liability insurance
Certifications
Audit trail required
SSO / SAML
Audit metadata · RFP version: v1.0 · Last edited: — · Editor: anonymous
EASYRFP · 2026
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EasyRFP · Hotel RFP Template
SECTION 8 · BUDGET · LIVE
8

Budget & Cost Estimator

Live total from your room block + meeting + F&B + AV inputs. Roberto can sign off without opening another tab.

Accommodation · room nights—
Meeting space · room-hours—
Food & Beverage · pax-served—
AV · equipment-days—
Estimated total · EUR€ —
Fill your room block (page 5) + F&B (page 7) + AV (page 8) to see the running total.

Payment & invoicing

CAMILA · INVOICE STRUCTURE · CURRENCY
Invoice currency
VAT %
City tax handling
Master account?
PO number
Payment terms
FINANCE-FRIENDLY

Roberto signs faster when he sees one number.

The estimator pulls live from all your tables. Print it, paste it in the board deck, or share the URL — your CFO sees what you see.

EASYRFP · 2026
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EasyRFP
SHIP YOUR NEXT
THIS, BUT AUTOMATED

Ship your next
RFP in 5 minutes.

EasyRFP runs this entire template for you. Brief once, the AI fills the spec, sends to 50 hotels, scores proposals across 17 dimensions, and runs the BAFO round.

Brief once. Spec auto-fills from past events.
50 hotels in parallel. No more 1-by-1 email chains.
TOPSIS scoring. 17-dimension proposal ranking.
BAFO automation. One-click round, structured.
YOUR RFP · YOUR INBOX
Enter your email · we'll send the personalised PDF.
What happens next?
  1. Your RFP is yours forever. Auto-saved in your browser. Refresh the tab — your data is still there.
  2. We email a copy to you. With a personalised link that re-opens this editor on any device.
  3. Send to 5–10 hotels. Compare proposals like-for-like using the scoring matrix on page 10.
FREE · NO ACCOUNT NEEDED · GDPR-COMPLIANT 13 / 13
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