[Affiliate Name]
Request for Hotel Proposal
I. Contact Information
Event Host Organization:
Key Contact Person:
Mailing Address Line 1:
Mailing Address Line 2:
City:
State/Province:
Phone:
Mobile Phone:
E-mail Address:
Web Address:
Preferred Method of Communication:
Telephone
Zip/Postal Code:
Email
Event Organizer/Host Organization Billing Address:
Billing Contact Person:
Billing Address Line 1:
Billing Address Line 2:
City:
State/Province:
Zip/Postal Code:
Country:
Billing Contact Telephone:
RFP For (Supplier Name):
Respond To (Key Contact Name):
Page 1 of 4
[Affiliate Name]
Request for Hotel Proposal
II. Event Profile
Event Name:
Event Host Organization:
Event Start Date:
Event End Date:
Event Organizer
Event Host Overview (mission, philosophy, etc.):
Event Objectives:
Attendee Profile
Expected Total Event Attendance:
Attendee Demographics Profile:
(Include information regarding demographics, international mix of attendees, fly-in v. drive-in mix, etc.)
Accessibility/Special Needs:
(Outline any special needs for the group including special accessibility needs)
RFP For (Supplier Name):
Respond To (Key Contact Name):
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[Affiliate Name]
Request for Hotel Proposal
Past Events
Provide the following for past four conferences:
Facility
Name
City, State
Start Day &
Date
End Day &
Date
Total
Attendance
Total Room
Nights
III. Requirements
Statement of Need:
(General description of the types of services for which this RFP is soliciting proposals and the intended
length of the contract (in years)).
Date Requirements
Preferred Dates
Alternate Dates 1
Alternate Dates 2
Facility Requirements
Sleeping Rooms Needed
(Use history from previous events to set the number of rooms contracted for each night. If you dont have
any history from previous events, estimate of the attendees to sleep in the hotel on the largest night
and ask the hotel to advise you for the rest of the nights).
Date
Date
Peak Night
Date
Date
Total
Date
Room Rate Must Be No More Than:
Function Space and F & B Requirements
(Provide a previous conference program or the expected schedule of events for this meeting.)
Concessions Desired
Guest Rooms: (Standard request is one complimentary room night for each 40 room nights sold, and one
upgrade for a conference VIP.)
Other: (Consider requesting no meeting space rental fees, reduced internet costs in the meeting space, or
discounted audio visual rental fees.)
RFP For (Supplier Name):
Respond To (Key Contact Name):
Page 3 of 4
[Affiliate Name]
Request for Hotel Proposal
IV. Proposal Specifications
Direct all questions and requests for additional information regarding this RFP to the contact person
designated in Section I (Contact Information).
Decision Making Process:
Final Decision Maker (Name & Role): _____________________________
There will be a preliminary cut with a second review of finalists: Yes No
Timeline:
Proposal Deadline:
Decision Date:
Approximate Date of Site Inspection (if required):
Number of Site Inspection Attendees (if required):
Key Decision Factors:
(Explain what factors are most important in the decision-making process. For example, is guestroom rate
the most important, or is the location more important?)
Required Information
(What information must you see in the hotels response based on your key decision factors? These are
some suggestions.)
Standard sales kit for the facility
Insurance Requirements
Exclusive and/or Preferred Vendor List
Parking Fees
Fitness center in the building?
Internet access and fees
Shipping and receiving fees
Union/non-union hotel?
RFP For (Supplier Name):
Respond To (Key Contact Name):
Page 4 of 4
