New to event planning and not sure what an RFP is? Learn more here.
Your sourcing manager or event planner will handle shortlisting hotels and submitting RFPs on your behalf, so you don’t have to manage that process yourself. If you’re curious how it works or want to add another hotel to the mix, you can also submit a request directly using the steps below!
To begin, head to your Shortlist and click the “Get Availability” button next to any hotel you're interested in.
From there, you’ll walk through a four-step request form:
Step 1: Stay Information
Share the logistics of your trip:
Your preferred and backup dates
Number of attendees
How many rooms you'll need per night
If you’ve already filled this out in your Event Details, it will pre-populate here.
Step 2: Meeting Spaces
Let us know if you’ll need dedicated meeting or breakout space during your stay. You can customize needs by day (e.g., full day vs. morning only) and choose your room setup style (like classroom or theater layout).
Add any details for your breakout space needs in addition to your general meeting space information.
Step 3: Food & Beverage and Additional Requirements
Select which meals or snacks you’d like the hotel to provide each day. You can also add any specific requests or dietary needs—this helps hotels plan and quote more accurately. Keep in mind that many venues require a food & beverage minimum when booking meeting rooms.
Step 4: Confirm Hotel Selection
Review the properties you want to submit your request to. You can choose one or several at once.
Press “Send Now” to submit.
Once submitted, the hotel receives the request directly. You’ll get a confirmation email, and most hotels respond within 2–3 business days. Your sourcing manager or event planner will review responses, follow up as needed, and keep you updated as quotes come in.
If additional requests are needed later, your answers are saved, so nothing has to be re-entered from scratch.
This process allows our team to gather clear, tailored pricing on your behalf without back-and-forth emails or PDF attachments. A few clicks on your end, and we take it from there!