1. Acknowledgment of Receipt

• Purpose: Once the RFP is received, your hotel partner should confirm receipt promptly. This acknowledgment reassures you that the RFP has reached the right person and will be addressed within the agreed timeframe.

• Best Practice: Ideally, the hotel partner should reply within 24 hours, specifying who will handle the request and an estimated timeline for the next steps. This sets the stage for clear communication and builds trust.

2. Preliminary Review and Clarifications

• Purpose: After acknowledging receipt, the hotel team should conduct a preliminary review of the RFP. They might reach out with questions or clarifications on specific details, such as room block requirements, event space needs, or budget constraints.

• Best Practice: It’s beneficial to establish a designated contact at the hotel who can answer questions quickly. This step ensures they fully understand your client’s needs and can prepare a more tailored proposal.

3. Proposal Submission with Detailed Response

• Purpose: The hotel should submit a comprehensive proposal that addresses all aspects of the RFP, including pricing, availability, amenities, and potential concessions. A well-organized proposal allows you to evaluate whether the hotel aligns with your client’s needs.

• Best Practice: Encourage your hotel partner to include an itemized breakdown of costs, highlight any value-added options, and specify deadlines for securing rates and space. This level of detail aids in making an informed decision and simplifies comparisons between competing properties.

These steps establish a reliable framework for managing RFPs and help ensure an efficient, transparent, and collaborative approach to hotel site selection.