Hotel RFP Templates
Built for European Event Planners

HOTEL REQUEST FOR PROPOSAL
Corporate Conference — [Company Name]
Event name: [Annual Leadership Summit / Q3 Strategy Conference / etc.]
Organising company: [Company name and legal entity]
Contact person: [Name, title, email, phone]
Event type: Corporate conference (internal / client-facing / hybrid)
Expected attendance: [Total delegates, breakdown by day if multi-day]
Decision deadline: [Date by which we will notify the selected hotel]
Proposal deadline: [Date — we ask for complete proposals by this date]
Preferred dates: [Date range, e.g. 14–16 October 2026]
Alternative dates: [±2 weeks flexibility, if any]
Setup day required: Yes / No — [Date and time access needed from]
Tear-down: [Date and time access needed until]
Total room-nights: [e.g. 120 room-nights across 3 nights]
Room type breakdown:
— Standard single: [qty]
— Standard double (single use): [qty]
— Junior suite: [qty]
— Suite: [qty]
Arrival pattern: [e.g. 80% arriving day 1 evening, 20% arriving day 2 morning]
Departure pattern: [e.g. 100% checking out day 3 afternoon]
Target room rate (net, per room/night): [EUR X – Y]
Rate type required: BB (bed and breakfast) / HB / RO
Complimentary room ratio requested: 1 per 40 paid room-nights
Attrition tolerance we can accept: Up to 15%
Plenary / main hall:
— Required for: [dates and times, e.g. Day 1 09:00–18:00, Day 2 09:00–17:00]
— Minimum capacity (theatre setup): [qty]
— Stage required: Yes / No
— Screen(s): [size and qty]
— Simultaneous interpretation booths: [qty of languages, if required]
Breakout rooms:
— Number of rooms needed: [qty]
— Capacity per room (classroom setup): [qty]
— Required simultaneously: Yes / No
— AV per breakout: screen + projector + lapel mic
Exhibition / poster area: [sqm required, if applicable]
Registration desk space: Yes / No — [dates and hours]
Welcome dinner (Day 0 / evening arrival):
— Number of covers: [qty]
— Format: Seated dinner / cocktail reception / buffet
— Dietary requirements to accommodate: vegetarian, vegan, halal, gluten-free
— Target spend per person (inclusive of beverages): EUR [X]
Working lunches:
— Number of lunches: [qty]
— Covers per lunch: [qty]
— Format: buffet in meeting room / separate dining room
Coffee breaks:
— Per day: 2 (morning and afternoon)
— Format: standing at tables adjacent to meeting room
Gala dinner (if applicable):
— Covers: [qty]
— Format: [seated, entertainment, theme if any]
— Target spend per person: EUR [X]
Preferred AV supplier: Hotel in-house / External (we bring our own) / Open to suggestion
Main hall AV required:
— LED screen or projector: [minimum size]
— Microphone setup: podium + 2 handheld + 4 lapel
— Live streaming capability: Yes / No
— Recording: Yes / No
Broadband internet:
— Minimum speed for meeting rooms: 100 Mbps symmetric, dedicated VLAN
— Wi-Fi coverage in all meeting areas: required
— Dedicated bandwidth for streaming (if applicable): [Mbps]
Sustainability credentials requested:
— Certification held (ISO 14001, Green Key, EU Ecolabel, or equivalent): Yes / No
— Single-use plastic policy: please describe
— Local/seasonal sourcing commitment for F&B: please describe
— Carbon footprint reporting available: Yes / No
Indicative total budget (exclusive of VAT): EUR [X]
Breakdown preference:
— Please quote accommodation, meeting room hire, F&B, and AV as separate line items
— Do not bundle into a single delegate day rate
— Include all mandatory service charges and taxes explicitly
We will evaluate proposals on the following criteria:
1. Total cost versus budget (30%)
2. Meeting space suitability and natural light (25%)
3. Location and accessibility from [nearest airport / city] (20%)
4. Accommodation standard and room quality (15%)
5. F&B quality and in-house catering capability (10%)
Please provide your proposal as a single PDF or structured document including:
— Room rate grid (by date, by room type)
— Meeting room floor plan and dimensions
— Itemised F&B pricing
— AV package pricing
— Any value-adds or concessions offered
— References from comparable corporate conference groups (minimum 2)
Thank you for your proposal. We look forward to reviewing your response.
[Planner name, title, company, phone]

HOTEL REQUEST FOR PROPOSAL
Incentive Trip — [Company Name] [Year]
Programme name: [President's Club 2026 / Top Performers Retreat / Partner Incentive etc.]
Organising company: [Company name]
Contact person: [Name, title, email, phone]
Participant profile: [e.g. Top 5% of sales force, senior managers, key distribution partners]
Total participants: [qty including accompanying guests, if any]
Programme budget (total, exclusive of flights): EUR [X] per person
Preferred dates: [e.g. 22–25 May 2026 (3 nights / 4 days)]
Alternative dates: [2–3 alternative windows]
Room types requested:
— Participant double rooms (single use): [qty]
— Couples / twin rooms: [qty]
— VIP / Junior Suite for programme director: [qty]
Quality expectation: 5-star property or premium 4-star with 5-star service level
Target rate (net BB, per room/night): EUR [X]
Room amenities requested: Welcome fruit basket, premium minibar stocked daily, premium bath products, turndown service
Early check-in / late check-out: Required for all participants — please confirm feasibility
Comp rooms: 1 per 25 paid room-nights
Opening ceremony / kick-off:
— Space type: Ballroom, terrace, or distinctive venue on property
— Capacity (reception format): [qty]
— AV: projection, wireless microphone, ambient music capability
Awards dinner (main gala event):
— Capacity (seated): [qty]
— Unique setting preferred: rooftop, wine cellar, poolside, beach — please describe available options
Day-use meeting room:
— Capacity: up to [qty] for programme debrief
— Required: [dates and hours]
Welcome cocktail (arrival evening):
— Format: standing cocktail reception, 2-hour open bar, canapes
— Covers: [qty]
Breakfasts: Full buffet, included in accommodation rate — please confirm
Gala dinner (night 2 or 3):
— Format: [seated / themed / chef's table]
— Covers: [qty]
— Target spend including premium wine pairing: EUR [X] per person
Group restaurant buyout(s):
— Please suggest signature restaurant experiences available on property or nearby
— Budget: EUR [X] per person per dinner
Spa: Please confirm capacity for group use (morning slots) and group spa credits model
Golf: [qty] participants. Please confirm access and preferred rate for a round
Excursions: We will manage these externally, but please provide DMC recommendations in the destination
Pool / beach / facilities: Please describe exclusive or priority access options for the group
Total programme budget (land only, excluding flights): EUR [X] per person
Concessions requested (include in proposal):
— Suite upgrade for programme director at no charge
— Welcome amenity in each room (value EUR [X] per room)
— Complimentary meeting room for full duration
— Group transfer from airport at preferential rate
— Flexible cancellation terms given 6+ months lead time
Please include:
— Full accommodation rate grid
— F&B package options at 3 price points (standard, premium, ultra-premium)
— Signature experience options unique to your property
— Floor plans and photos of event spaces
— Past incentive group references (min. 2, comparable size and profile)
[Planner name, title, company, phone]

HOTEL REQUEST FOR PROPOSAL
Team Retreat — [Company Name / Department Name]
Event name: [e.g. Engineering Offsite Q2 2026 / People Team Retreat]
Organising company: [Company name]
Contact person: [Name, title, email, phone]
Participants: [qty] — all employees of [company/department]
Purpose: Annual planning session / team-building / strategy workshop / mixed
Tone: Relaxed and informal, with focused working sessions
Preferred dates: [e.g. 8–10 June 2026 (2 nights / 3 days)]
Flexibility: [Can move ± X weeks]
Day of week preference: Monday–Wednesday / Thursday–Saturday / no preference
Room types: Standard double rooms, single occupancy — [qty]
Single rooms required: [qty, if any]
Target rate (net BB, per room/night): EUR [X–Y]
Property preference: Boutique hotel, country house, or resort property with outdoor grounds — city-centre locations not preferred for this retreat
Attrition: Up to 10% acceptable
Main workshop room:
— Format required: workshop / cabaret / U-shape
— Capacity: [qty]
— Natural light: essential
— Required hours: [e.g. Day 1 14:00–19:00, Day 2 09:00–18:00, Day 3 09:00–13:00]
— Whiteboards or writable walls: required (quantity: [X])
— Post-it and workshop supplies: required
Breakout spaces:
— Small group rooms or informal lounge areas for sub-team working: [qty]
— Outdoor working space (weather permitting): preferred
Evening social space:
— Private area for group dinner: [capacity]
— Bar access for informal socialising after dinner: required
Day 1 (arrival afternoon):
— Welcome drinks on arrival: [qty, format]
— Group dinner: [format preference — family-style / set menu / BBQ / local specialties]
Day 2 (full day):
— Breakfast: full buffet
— Mid-morning coffee break: healthy snacks, fruit, specialty coffee
— Working lunch: informal, in or adjacent to workshop room
— Afternoon break: [qty, light options]
— Evening: [team dinner in restaurant / local restaurant buyout]
Day 3 (half day, checkout):
— Breakfast: full buffet
— Mid-morning break
— Lunch before departure (if checkout after 13:00)
Dietary requirements: [list known requirements — vegetarian, vegan, gluten-free, allergies]
Budget target (F&B per person for full programme): EUR [X]
Activity type preferred: Outdoor / culinary / creative / none (self-organised)
Duration: [e.g. half-day]
Please suggest: On-property or nearby team-building options appropriate for [qty] participants
Budget per person for activity: EUR [X]
Wi-Fi: High-speed, reliable, capable of supporting [qty] simultaneous connections — this is a hard requirement
HDMI / display connectivity: At least 2 displays or projectors in main room
Video conferencing: We will use our own laptops — please confirm display connectivity
Total package budget (per person, including accommodation, F&B, and meeting rooms): EUR [X]
Please quote: All-inclusive delegate day rate, itemised breakdown, and flexible modular options
Cancellation policy: Please provide standard terms and any flexibility given [X months] lead time
[Planner name, title, company, email, phone]

HOTEL REQUEST FOR PROPOSAL
Product Launch Event — [Company Name] / [Product Name]
Company: [Company name]
Event type: Product launch / press preview / client VIP event / go-to-market activation
Audience: [e.g. Trade press, key retail partners, B2B clients, internal sales force]
Total guests: [qty — invited / confirmed / maximum]
Contact: [Name, title, email, phone]
Confidentiality: This event and all details are strictly confidential until [date]
Preferred dates: [date range]
Format: Single-day / Multi-day with overnight accommodation for press / Evening-only event
Approximate run-of-show:
— [09:00] Vendor access and production setup
— [14:00] Guest arrival, welcome drinks
— [15:00] Product reveal and presentation
— [16:30] Demo stations and networking
— [19:00] Seated dinner or cocktail dinner
— [22:00] Event close
Primary event space:
— Minimum capacity (reception format): [qty]
— Preferred aesthetic: contemporary / industrial-chic / classical / unique heritage space
— Natural light: preferred / essential / not required (evening event)
— Ceiling height: minimum [X metres] (for display installations or projection mapping)
— Exclusive use: required / preferred
— Blacked-out or blackout-capable: [Yes / No — for AV reveals]
Secondary spaces:
— Pre-function / registration area: [sqm]
— Demo or product display area: [sqm, with power outlet requirements]
— Media / press room: [capacity, if applicable]
— Green room or VIP holding area: [capacity]
Brand customisation:
— Permission to apply full brand graphics to walls, floors, and furniture: required
— External vendor access for 2 days pre-event: required
— Restrictions on venue's own branding visibility during event: [specify]
Press / guest rooms: [qty] rooms for evening of [date]
Rate target (net, BB): EUR [X]
Suite for VIP / brand director: [qty]
Early check-in for press arriving same morning: [qty rooms, from time]
Welcome drinks (arrival):
— Format: [champagne on arrival / signature branded cocktail / soft-only]
— Duration: [X minutes]
Canapes / standing food:
— Serve throughout event or only during networking hour
— Style: [artisanal / themed to product / standard hotel selection]
— Budget per head: EUR [X] including beverages
Dinner (if seated):
— Covers: [qty]
— Format: [set menu / sharing plates / chef's station]
— Wine: sommelier-selected pairing preferred
— Budget per head (inclusive of beverages): EUR [X]
AV requirements:
— Main reveal screen: minimum [X metre] LED wall or [X metre] projection surface
— Sound system: full PA for [qty] guests
— Lighting rig with colour wash capability: required
— Live streaming / recording: [Yes / No]
— Preferred AV partner: [external agency name] — please confirm compatibility
Power:
— Dedicated 3-phase power for production: required
— Number of 16-amp sockets in event space: please advise
Internet: 500 Mbps symmetric dedicated line during event (for live streaming and press filing)
Total venue spend (exclusive of production, which is managed separately): EUR [X]
Contract signing deadline: [date]
Decision deadline: [date — we will notify the selected venue]
Please include in your proposal:
— Floor plans with dimensions
— Portfolio of comparable brand events hosted at the property
— Technical specifications sheet (power, AV infrastructure, ceiling heights, load-bearing)
— Supplier access policy and restrictions
— References from minimum 2 comparable brand-activation events
[Planner name, title, company, email, phone]