5 Best Hotel RFP Software to Win More Bids (2021)

5 Best Hotel RFP Software to Win More Bids (2021)
March 31, 2021 Levi Olmstead

For hotel properties that target group deals and host corporate events, managing the sales funnel for inbound corporate deals from event planners can be difficult. That is why RFPs and RFP management is a few of the most important processes for hotel sales teams.

What Is a Hotel RFP?

A hotel RFP, or request for proposal, is a proposal document that an interested buyer or party – usually an event planner – submits to a hotel or conference center. The hotel RFP document is an overview of the requirements the buyer needs from a hotel, including things such as meeting rooms, the number of attendees, room blocks, event dates, food and beverage, and more.

What Info is Included in a Hotel RFP?

  • Client contact information
  • Dates of the event
  • Number of attendees
  • Food and beverage requirements
  • Number of rooms or room blocks needed
  • A/V and technology needs
  • All other relevant information

Above: Two details that should be included when an event planner submits an RFP to a hotel is the event’s F&B and A/V needs.

4 Benefits of Using RFP Software for Hotels

For hotel sales teams manually managing the RFP process, it can be a time-consuming and frustrating task. However, with RFP software, hotels can automate much of the request for proposal process – allowing sales teams to focus on the client and close more deals. 

Here are a few of the biggest benefits of using RFP software for your hotel’s proposals:

1. Identifies & Prioritizes Most-Valuable RFPs

Hotels receive RFPs from different online channel partners, over the phone, via email, through social media, and countless other sources. Many hotels attempt to prioritize inbound RFPs by the size of the event. The larger the event or corporate deal, the more prioritizing it receives. However, this ignores the large volume of inbound RFPs from smaller clients, which represented 20% of all hotel meeting sales in 2016.

With RFP software, hotels can automate the initial tasks in the RFP process, such as:

  • Using lead scoring to identify the best RFPs.
  • Route RFPs to the correct account manager.
  • Automate response emails.
  • Use big data to predict which accounts are warmest.

2. Personalizes Hotel RFP Responses

71% of B2B buyers say they’re more likely to respond to an email if it’s personalized. For hotels manually managing RFPs, personalization can take a back seat – as the main goal is to get through all the inbound RFPs that are awaiting a response.

With RFP software, hotels can automate much of the email communication process. With custom fields and merge fields, hotel sales teams can create email templates with different types of email copy to fit the needs of any type of inbound RFP request.

3. Cuts Response Time for Incoming RFPs

On average, a client will send an RFP to 10 different hotels and event spaces. That is why response time is such a critical factor for hotel sales teams. With RFP software, hotels can decrease their response time exponentially – even creating real-time responses based upon actions clients do. Sometimes these responses can even be set up to automatically send out a response at the same time a client submits an RFP.


Above: Example of an event RFP response from a Hilton Hotel in Washington, D.C.

4. Better Overall Hotel RFP Management

Hotels receive hundreds – if not thousands – of RFPs each year. Using RFP software, hotels can create a database of all leads to help not only improve the RFP process – but also improve data tracking and improve how they prospect future inbound client leads. Data shows that using RFP software can improve inbound leads for hotels up to 300%. Think of your RFP software as an extension of your hotel’s CRM.

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5 Best Hotel RFP Software to Close More Group Deals in 2021

Here are 6 of the best RFP tools to manage the proposal process for hotels:

1. Cvent

  • Review Rating: 4.8/5 on G2

  • Pricing: N/A – contact for a custom quote

Two of the biggest names in hotel event sales and planning software are Cvent and Social Tables. In 2018, Social Tables was acquired by Cvent to combine the two large providers. The Cvent for hotel venues platform has an event planner userbase of over 90,000 professionals that is attractive to hotels looking to find and connect with event planners. It’s also an all-in-one platform, meaning it provides hospitality solutions for digital marketing, operations, and other sales solutions outside of managing the RFP process.

Its RFP-centric tools provide solutions to help:

  • Improve communication with clients and event planners
  • Automatically track and prioritize inbound leads.
  • Automated email responses
  • Email templates

2. Proposales

  • Review Rating: 4.8/5 on Hotel Tech Report
  • Pricing: Starts at $299/mo for 5 seats

Proposales is a newer RFP software that is built specifically for hotel sales teams to close deals faster. Its website states that from its own research, it helps hotels closed RFPs 5-8x faster. Proposals’ key features include:

  • Automated proposal responses
  • Automated add-ons and upsells
  • Invoicing
  • E-signature for contracts

3. Loopio

  • Review Rating: 4.7/5 on G2
  • Pricing: N/A – contact for a custom quote

Loopio is the leading RFP software solution across all major industries and verticals. While it’s not a hotel or venue-specific RFP tool, it’s robust proposal management system makes it a great option for hotel sales teams. It helps sales team filter through its inbound RFPs and identifies the best proposals – allowing teams to get RFPs back to their clients faster.

Its RFP-centric tools provide solutions to help:

  • Automated RFP generation
  • RFP lead qualifying
  • Customizable document & PFD editing interface
  • Personalized email templates

4. EventTemple

  • Review Rating: 4/5 on G2
  • Pricing: Starts at $99/mo for 2 seats

EventTemple offers a robust, all-in-one software solution for event venues and hotel sales teams managing event proposals. Its features are designed for hotel sales team to manage inbound proposals efficiently, as well as send out personalized proposals fast. A benefit of EventTemple is its built-in sales CRM that is designed specifically for hotels, venues, and catering teams to manage event requests – from the initial RFP, to banquet order requests, to event operations and management.

Its RFP-centric tools provide solutions to help:

  • Managed inbound RFP pipeline
  • Lead qualifying
  • Full hotel sales CRM
  • Automated email responses
  • Personalized email templates

5. eIntelli

  • Review Rating: N/A
  • Pricing: N/A – contact for a custom quote

Formerly known as eProposal, eIntelli is a smaller proposal management software for hotels and venues managing inbound event requests from event planners and clients. The RFP platform has a drag-and-drop interface to build custom event proposals fast. Its smooth collaboration features allow for easy exporting, publishing, and sharing directly to clients in any document format. It also comes equipped with a CRM and managed response section to have your customer’s conversations right in the tool.

Its RFP-centric tools provide solutions to help:

  • Customizable drag-and-drop RFP editor
  • Collaboration and exporting features for all document formats
  • CRM and managed responses
  • Analytics and reporting on client engagement
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