Businesses and many other organizations often hold meetings and conferences on a regular basis, as well as send delegations to promote items and services at trade shows. Sometimes family members travel to a central locale for reunions. In all these cases, people require accommodations. Therefore, an important part of planning these events is writing a Request for Proposal (RFP) to several hotels and conference centers to see which one can give you the rooms, services and other amenities that your group requires and at the best price.
Create a cover page in which you include the title of your proposal (i.e., "Hotel Accommodation RFP"), the name of your event and company, contact information of the person who will be making the arrangements (name, address, email, phone and fax numbers), and the inclusive dates of the event.
Explain the facts. In the first paragraph write about your group and numbers of people expected to attend, information about your event (it is a yearly conference, a bimonthly workshop?), if you will require meeting and/or banquet space, and the dates of the event.
Include a comprehensive discussion of your group's requirements in the paragraphs under the heading "Requirements." Use subheadings, such as "Dates" (arrival and departure dates and times) and "Room Types" in which you would include how many rooms with King, Queen or double beds are required, and how many suites will be needed. Note how many non-smoking or handicap accessible rooms are required. Also include "Meals" if your group will require them (tell which meals and what dates), and size of meeting or banquet rooms necessary.
Add another subheading called "Additional Requests." Include any audio-visual equipment, parking accommodations, airport shuttles, workout rooms, heated swimming pools, or WiFi access that you might require.
Write the "Budget" section in which you include the maximum amount you are willing to pay for each room, the per person rate for any banquets, and costs for rental of meeting rooms and any refreshments.
