An RFP (Request for Proposal) is a formal invitation to submit a bid. It is widely used by international companies when selecting hotel partners for their corporate travel, meetings and events programmes. The objective is to create a structured and comparable process for evaluating potential hotel partners. 

In addition to large corporate clients, we also receive RFPs from Travel Management Companies (TMCs) such as American Express GBT, as well as through sourcing partners including HRS and Ratefinding. Today, these tenders are predominantly managed via digital platforms such as Cvent, which we also use as part of our Central RFP Management service.

Hotels are often given only a few days to complete complex RFPs that include pricing requests, sustainability requirements and individual client specifications. For many independent hotels, handling these submissions alongside daily operations can be a significant challenge. 

This is where our Central RFP Team comes in. We manage the administrative workload, coordinate the process and ensure that submissions are completed professionally, comprehensively and on time. 

We also ensure consistency and quality across all responses. Particularly with complex tenders, providing accurate and comprehensive information is critical to success. Our structured approach creates reliability, eases the operational burden on hotel teams and improves their chances of securing valuable corporate accounts. 

While the hotel defines the strategic framework, our central team manages the operational execution of the RFP process from start to finish. 

Each hotel has a dedicated contact within the Sales Support Team. We manage RFP submissions in Cvent, maintain hotel profile content across relevant sourcing platforms, coordinate communication with international Key Account Managers and provide support with pricing strategies. 

In addition, we conduct market and location analyses, identify potential new business opportunities and explore further revenue potential through travel agency consortia, extended-stay programmes and targeted market segments. 

The right pricing strategy often determines the success of an RFP. Our Sales Support Team supports hotels with market expertise and tailored guidance. 

Pricing strategy is one of the most critical elements of any RFP process. Together with each hotel, we develop a tailored approach and establish the appropriate pricing framework and level of negotiation flexibility. 

In doing so, we take into account factors such as previous-year rates, client requirements, rate caps, current market demand and competitive positioning. Hotels that also utilise our Central Revenue Management service benefit from close collaboration between both teams to ensure a coordinated commercial strategy. 

We tailor our support to each hotel's preferences. Some establish their pricing strategy once a year, while others prefer to review each RFP individually. In all cases, the final decision remains entirely with the hotel. 

The greatest benefit is ensuring that RFPs are submitted in the first place and that they are completed professionally, comprehensively and on time. When a hotel is unable to respond due to a lack of time or resources, the opportunity to secure that corporate business is often lost. Our support significantly increases participation in RFP programmes and helps hotels maximise their exposure to corporate buyers. 

Hotels also benefit from our extensive experience with international tenders. Many RFPs include complex industry terminology, detailed requirements and extensive documentation in English. Hotels that only occasionally participate in these processes often expend considerable resources on research and administration. 

Thanks to our in-depth knowledge of international procurement processes, we understand which information buyers value most, what procurement teams are looking for and where opportunities for negotiation exist. This expertise helps hotels improve their chances of securing successful outcomes and winning new corporate accounts. 

The financial impact will vary depending on factors such as location, market conditions and property size. However, our experience shows that professionally managed RFPs improve win rates and can generate additional revenue and incremental room nights. 

Modern platforms create transparency and provide valuable insights for positioning and pricing decisions. 

Today, professional RFP management is virtually impossible without digital support. We use Cvent as our primary sourcing platform and complement the available information with data from our CRS, benchmarking tools and market intelligence sources such as HRS. 

This enables us to build a detailed picture of the competitive landscape and identify opportunities more effectively. Hotels benefit from greater transparency, stronger market insights and a more robust foundation for strategic decision-making. 

RFP requirements have become significantly more comprehensive. This is particularly evident in the MICE segment, where both the volume and complexity of tenders continue to increase. 

At the same time, sustainability has become a key consideration. Corporate buyers increasingly require detailed information on energy consumption, energy sourcing, carbon emissions and broader ESG performance indicators. 

In addition, multiple negotiation rounds are now commonplace during corporate sourcing processes. Requirements such as Last Room Availability (LRA) are also playing an increasingly important role. Taken together, these developments make professional support more valuable than ever for hotels seeking to compete successfully for corporate business.