Hotel RFP template — the 14-section universal version

The hotel RFP template Easy RFP uses internally. 14 sections, scoring matrix, attrition + force-majeure language, BAFO process. Plain Markdown (.md) — paste into Word, Google Docs, or any RFP doc, replace placeholders with your event details, send.

By Easy RFP Team · Last reviewed: 2026-05-08

Why this template

A great hotel RFP does three jobs simultaneously: (1) gives the hotel everything they need to quote accurately the first time, (2) includes the risk-allocation clauses that protect you when something goes wrong, (3) is structured so quotes are comparable apples-to-apples. Most free templates fail at #2 and #3 — they're briefing docs, not contracts in waiting. This template is the one we use internally on Easy RFP, refined through hands-on RFP work with planners across European MICE.

The 14 sections of the template

1. Briefing — event basics

Event name, date range, number of attendees, room nights, location preference (specific city or open). State whether dates are firm or flexible (±1 week, ±1 month). Hotels can quote 10-22% lower for off-peak alternatives if they know flexibility exists. For the city-specific playbook, see the contract penalty-stack visualizer. For the city-specific playbook, see the AI RFP-from-prompt generator. For the city-specific playbook, see the corporate retreat RFP template. For the city-specific playbook, see the half-day workshop RFP template. For the city-specific playbook, see the product-launch RFP template. For the city-specific playbook, see the QBR RFP template. For the city-specific playbook, see the 100-point proposal scorecard. For the city-specific playbook, see the MUST/NICE/SKIP vendor framework. For the city-specific playbook, see the single-day workshop RFP template. For the city-specific playbook, see the 50–100 room block automation breakdown.

2. Decision timeline

When you'll select shortlist (typically 5-7 days after RFP send). When you'll declare winner (typically 14 days). Final date by which you need a signed contract. Setting these dates upfront keeps hotels from sitting on quotes for weeks.

3. Decision criteria

List the 6-9 criteria you'll score on, weighted (must total 100%). Example: total cost 30%, location 20%, MICE fit 20%, attrition policy 10%, response speed 10%, sustainability 10%. Hotels submit smarter quotes when they know what you're optimizing for.

4. Accommodation — room mix

Run-of-house vs guaranteed types, room category split (singles vs doubles vs suites), peak occupancy night, complimentary nights ratio (typically 1 comp per 50 paid). State your corporate rate if you have one negotiated.

5. Accommodation — extras

Late checkout, early check-in, parking, bag storage, fitness access, breakfast included, Wi-Fi included. Each "included" item the hotel locks in is one less negotiation later.

6. F&B — meal periods

Number of breakfasts, lunches, dinners, coffee breaks, receptions. Service style (plated, buffet, station). Dietary ratios (vegetarian, vegan, gluten-free, halal, kosher) — get committed numbers not vague "can accommodate."

7. F&B — minimum spend

State your expected F&B minimum or ask hotels to propose. Beware artificially low minimums — service charge (typically 18-22%) and tax can add 30%+ to the headline number.

8. Meeting space — rooms required

List each meeting room: capacity (theatre/classroom/u-shape), AV needs, breakout adjacency, hours required. Specify whether you need 24h hold (room locked overnight) or just session hours.

9. Meeting space — AV

Projector + screen, lapel mics, podium mic, livestream support, recording, backup laptop, on-site tech. Itemise so hotels can quote AV separately or include — both are valid, just need to be visible.

10. Pricing — required tiered structure

Ask for three quote layers: published rate, group rate, group rate + concessions package. This makes quotes comparable. A hotel showing only "€220/night" without the breakdown is hiding negotiating room.

11. Concessions package

List the concessions you want priced separately: % off rack, complimentary upgrades, complimentary suite for organiser, F&B credit, welcome amenity, late checkout, group internet, parking discount. Unbundling concessions from rate makes year-on-year comparisons possible.

12. Attrition clause

We recommend 80% slippage at 30 days, 50% at 14 days, 20% at 7 days. Anything tighter than this and the hotel is shifting demand risk to you. State this in the RFP — don't wait for it in the contract.

13. Force-majeure language

Post-COVID standard: voluntary cancellation rights if a public health authority issues a recommendation, full deposit refund within 30 days. Don't accept boilerplate "Acts of God" clauses — they don't cover what we now know matters.

14. BAFO process

If 2+ hotels are within 5% of each other on total score, you'll run a Best-And-Final-Offer round (48-72h, single revised quote each). Knowing this up front motivates each hotel to leave less on the table in round 1.

How to use it

1. Download the .md template (link below) — it has placeholder fields like [EVENT NAME], [DATES], [PEAK OCCUPANCY] you replace with your event details.
2. Pressure-test the attrition + force-majeure sections against your company's standard contract terms (procurement may have stronger language).
3. Email to 6-12 hotels in parallel. We recommend that count — fewer means weaker negotiation leverage, more burns hotel goodwill.
4. Set a single response deadline (typically 7 calendar days after send). Don't extend — hotels learn deadlines are negotiable and respond slower next time.
5. Use the included scoring matrix to rank responses on 9 weighted dimensions. The matrix is a separate tab in Word/Google Doc.
6. Run a BAFO round with the top 2-3 if scores are tight (within 5% of each other on composite).

Common mistakes

• Sending the RFP without dietary ratios — hotels quote a generic F&B number, then surprise you with €15/pax surcharges for vegan-only.
• Accepting attrition tighter than 80%/50%/20% because the hotel asked nicely. Attrition is risk allocation; if you accept, you bear the risk.
• Not specifying tiered pricing (rate / rate+group / rate+group+concessions). Single-line quotes are not comparable across hotels.
• Setting decision criteria after seeing quotes. Decide weights BEFORE you read responses — otherwise you'll rationalise toward the hotel you already preferred.

Next steps

Download the template, customise the bracketed placeholders for your event, and email to 6-12 hotels in parallel. Use our scoring matrix template to compare responses and the contract review checklist before signing.