# Hotel RFP template — the 14-section universal version

> Free download from Easy RFP — https://easyhotelrfp.com/tools/hotel-rfp-template/
>
> Replace each `___________` with your event details, then email to 6–12 hotels.

## About 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.

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## Section 1 — Briefing — event basics

**Why this section:** Hotels can quote 10–22% lower for off-peak alternatives if they know flexibility exists. Stating dates and flexibility upfront unlocks that.

- Event name: ___________
- Organising company: ___________
- Primary contact (name, role, email, phone): ___________
- Preferred destination (city or open): ___________
- Preferred date range (e.g. 14–16 Oct 2027): ___________
- Date flexibility (Firm / ±1 week / ±1 month / Open): ___________
- Total attendees on peak day: ___________
- Estimated total room-nights: ___________
- Event format (in-person / hybrid / virtual): ___________

## Section 2 — Decision timeline

**Why this section:** Setting these dates up front keeps hotels from sitting on quotes for weeks. They also signal you're a serious buyer with an internal process.

- RFP issued (today): ___________
- Hotel proposal deadline (typically 5–7 days after issue): ___________
- Shortlist communicated by: ___________
- Winner declaration: ___________
- BAFO round (if any) closes: ___________
- Contract signed by: ___________

## Section 3 — Decision criteria

**Why this section:** Hotels submit smarter quotes when they know what you're optimising for. Pick 6–9 dimensions, weights must total 100%.

- Total cost (including F&B service charge + AV + taxes) — weight: ____ %
- Location (proximity to attendee origin / event focus) — weight: ____ %
- MICE fit (meeting space dimensions, AV capability, breakout count) — weight: ____ %
- F&B quality (chef-level signal, dietary flexibility) — weight: ____ %
- Attrition policy generosity — weight: ____ %
- Force-majeure / cancellation language — weight: ____ %
- Hotel responsiveness during diligence — weight: ____ %
- Sustainability (LEED / BREEAM / Green Key cert) — weight: ____ %
- Brand fit / star tier — weight: ____ %
- Total: 100%

## Section 4 — Accommodation — room mix

**Why this section:** Tells the hotel exactly what room block to hold and what comp ratio to budget. Vague briefs get vague quotes.

- Run-of-house OR guaranteed room types: ___________
- Standard single rooms (qty per peak night): ___________
- Standard double / twin (qty): ___________
- Junior suite (qty): ___________
- Suite (qty): ___________
- Peak occupancy night: ___________
- Arrival pattern (e.g. 80% day 1 evening, 20% day 2 morning): ___________
- Departure pattern: ___________
- Complimentary night ratio requested (typical: 1 per 50 paid): ___________
- Existing corporate rate to honour (if any): ___________

## Section 5 — Accommodation — extras

**Why this section:** Each "included" item the hotel locks in is one less negotiation later. Ask up-front, get it free; ask after contract, pay.

- Late checkout (until ____ , for ____ rooms): ___________
- Early check-in (from ____ , for ____ rooms): ___________
- Parking (free / discounted / paid — €____/night): ___________
- Bag storage (yes / no): ___________
- Fitness / pool access (included / paid): ___________
- Breakfast included in room rate (yes / no — if yes, plated/buffet): ___________
- Wi-Fi included (yes / no — if yes, all areas or only meeting): ___________
- Welcome amenity in room (yes / no — describe if yes): ___________

## Section 6 — F&B — meal periods

**Why this section:** Get committed numbers, not vague "can accommodate." Dietary surprises are the #1 cause of last-minute F&B overruns.

- Breakfasts (qty per day × days): ___________
- Lunches (qty × days): ___________
- Dinners (qty × days): ___________
- Coffee breaks (qty per day): ___________
- Receptions / cocktails (qty + format: standing / seated): ___________
- Service style (plated / buffet / station / family-style): ___________
- Vegetarian dietary ratio (% of attendees): ___________
- Vegan ratio: ___________
- Gluten-free ratio: ___________
- Halal ratio: ___________
- Kosher ratio: ___________
- Other (allergens, religious requirements): ___________

## Section 7 — F&B — minimum spend

**Why this section:** Beware artificially low minimums — service charge (typically 18–22%) plus tax can add 30%+ to the headline. Force the hotel to quote in real money.

- F&B minimum we expect to commit (€): ___________
- We require quote to itemise: subtotal / service charge % / tax % / grand total
- Per-attendee bench expected (€/pax/day): ___________
- Bar minimum (if separate): ___________
- Hosted bar window (hours / cap): ___________

## Section 8 — Meeting space — rooms required

**Why this section:** Hotel can't quote AV or labour without knowing setup style and hours. Vague briefs get inflated quotes "just in case."

For each meeting room you need, fill in:

**Plenary / main room**
- Setup style (theatre / classroom / u-shape / boardroom): ___________
- Required capacity: ___________
- Hours required per day × days: ___________
- 24-hour hold (locked overnight) or session-only: ___________
- Stage / riser required (size m × m): ___________
- Backstage / green room required: ___________

**Breakout rooms**
- Number of breakout rooms simultaneously: ___________
- Capacity per room: ___________
- Setup style: ___________
- Hours per day × days: ___________
- Adjacency requirement (same floor / same building): ___________

## Section 9 — Meeting space — AV

**Why this section:** Itemise so hotels can quote AV in-house or include in package. Both valid, just need visibility on what's included vs charged separately.

- Projector + screen (sizes): ___________
- Lapel / lavalier mics (count): ___________
- Handheld mics (count): ___________
- Podium / lectern mic: ___________
- PA system / speakers: ___________
- Confidence monitor for stage: ___________
- Hardline internet to stage: ___________
- Livestream support (Zoom / Teams / RTMP): ___________
- Recording (audio / video / both): ___________
- Backup laptop + clicker: ___________
- On-site tech (hours): ___________
- Set / branded backdrop space: ___________

## Section 10 — Pricing — required tiered structure

**Why this section:** Single-line quotes are not comparable. Force three layers and the hotel has to show their work.

- Layer 1 — Published rack rate (per room/night): ___________
- Layer 2 — Group rate (no concessions): ___________
- Layer 3 — Group rate + full concessions package (Section 11): ___________
- All quotes net or gross (state which): ___________
- Currency: ___________
- Quote validity period: ___________

## Section 11 — Concessions package

**Why this section:** Unbundling concessions from rate makes year-on-year comparisons possible. Each line is also a separate negotiation lever.

- % off rack to group: ___________
- Complimentary upgrade ratio (1 per ___ paid): ___________
- Complimentary organiser suite (yes / no): ___________
- F&B credit per peak night (€): ___________
- Welcome amenity (in-room) value: ___________
- Late checkout for organiser team (until ____): ___________
- Group internet (free / paid — €/day): ___________
- Parking concession (qty / discount): ___________
- Resort fee waived: ___________

## Section 12 — Attrition clause

**Why this section:** Anything tighter than 80%/50%/20% and the hotel is shifting demand risk to you. State this in the RFP — don't wait for the contract.

- Required slippage at 30 days before arrival (we ask: ≥ 80%): ___________
- Required slippage at 14 days (we ask: ≥ 50%): ___________
- Required slippage at 7 days (we ask: ≥ 20%): ___________
- Drop-out methodology (room-night basis or revenue basis): ___________
- Cure period (re-sell credit if hotel rebooks): ___________

## Section 13 — Force-majeure language

**Why this section:** Post-COVID standard: voluntary cancellation rights if public health authority issues a recommendation, deposit refund within 30 days. Don't accept boilerplate "Acts of God" — it doesn't cover what now matters.

- Trigger events accepted (pandemic, government travel ban, civil unrest, natural disaster): ___________
- Notice period required: ___________
- Deposit refund window (we ask: ≤ 30 days): ___________
- Re-book credit option (yes — within 12 months): ___________
- Voluntary cancellation right if WHO / national health authority issues advisory: ___________
- Insurance equivalent we accept in lieu of clause: ___________

## Section 14 — BAFO process

**Why this section:** Knowing this up front motivates each hotel to leave less on the table in round 1.

- BAFO trigger threshold (top hotels within ____ % of each other on composite score): ___________
- BAFO window (we ask: 48–72h): ___________
- Number of finalists in BAFO round: ___________
- Information shared with finalists (anonymised competitive intel — counts only, never names or ranks): ___________
- Final selection criteria (lowest revised price OR best perks improvement OR weighted score): ___________

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## How to use this template

1. Copy this template into Word, Google Docs, or any text editor — it's plain Markdown so it opens cleanly anywhere.
2. Replace each `___________` with your event details.
3. Pressure-test the attrition + force-majeure sections against your company's standard contract terms (procurement may have stronger language).
4. Email to 6–12 hotels in parallel. Fewer means weaker negotiation leverage; more burns hotel goodwill.
5. Set a single response deadline (typically 7 calendar days after send). Don't extend — hotels learn deadlines are negotiable and respond slower next time.
6. Score responses against the weights you set in Section 3.
7. Run BAFO with the top 2–3 if their composite scores are within 5% of each other.

## Common mistakes to avoid

- 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 (rack / group / group+concessions). Single-line quotes aren't 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.

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_Free plan: 1 RFP per month, no credit card required._