When a planner sends an RFP through BoomPop, they're usually evaluating multiple properties at once. How quickly you respond— and how complete that response is— has a direct impact on whether you win the business.
This article covers the habits and strategies that separate properties that consistently convert leads from those that don't. If you're new to submitting proposals in Partner Hub, see our guide to submitting your pricing and availability.
Respond fast and respond right
Speed matters more than most partners realize. Properties that respond within the first 6-8 hours win a significantly higher share of inquiries than those that wait. Planners are managing multiple events simultaneously, and the first property to engage tends to shape the conversation.
That said, speed without accuracy works against you. A rushed reply with incorrect rates, unavailable dates, or missing information signals disorganization—the opposite of what a planner wants. The goal is a fast response that's also a complete one.
Distribute ownership: RFPs that land in one inbox are at risk of sitting unseen. Add your team for visibility if you're an admin, or if not, reassign the inquiry to whoever should own it— keeping the right people in the loop means nothing slips through.
Set internal response targets: Treat incoming RFPs like inbound calls. The longer they sit, the lower your odds.
Lead with what makes your property the right fit
A proposal isn't just a rate sheet, it's a pitch. Before filling out your proposal, read the RFP carefully. What kind of event is it? What specific requirements are mentioned: outdoor space, breakout rooms, F&B minimums, AV needs? Then connect your property's strengths directly to what they've described.
Use the notes field: Every section of your proposal has a notes field. Use it to add context, explain packages, or speak directly to something the planner mentioned.
Highlight relevant selling points: Dedicated event staff, exclusive buyout options, on-site experiences, F&B inclusions, and outdoor space are all differentiators worth calling out— especially if the RFP hints at those needs.
Attach supporting materials: Floor plans, setup photos, room specs, and catering menus help planners visualize the event without having to ask. See How to Make the Most of Your Proposal for guidance on what to include.
Add these details in the corresponding notes field, or send a direct message if the event is client-planner.
Fill out your proposal completely
Incomplete proposals lose deals. Planners don't follow up to ask for missing information, they move on to the next property that made it easy. The goal is to give the planner everything they need to decide without a single back-and-forth exchange.
Dates and availability: Confirm exact dates. If your preferred dates aren't available, offer two or three alternatives rather than simply declining. Staying in the conversation matters!
Room block details: Include room types, quantities, nightly rates, taxes, and any resort or facility fees. No hidden line items. Planners notice when costs appear later that weren't in the original proposal, and it erodes trust.
Meeting space: Clarify what's included versus charged separately, and list layout options so a planner can picture the full event day.
Pricing transparency: List all costs upfront. Transparent pricing— even when rates are higher— builds more confidence than a proposal that requires follow-up to understand.
Contract terms: If your property has specific attrition, cancellation, or force majeure terms, surface them in your notes early. Surprises at the contract stage can kill a deal that was otherwise moving forward.
Anticipate questions before they're asked
Every question a planner has to ask you is friction, and friction slows down decisions. Include the details they'd typically ask about without waiting: parking, Wi-Fi, setup and strike fees, service charges, and any costs that commonly catch clients off guard.
The properties that win consistently aren't just the ones with the best rates. They're the ones that make it easiest to say yes!
TL;DR:
Respond within the first few hours; speed signals you're organized and easy to work with.
Connect your property's strengths directly to what the planner described in the RFP.
Fill out your proposal completely; planners move on, they don't follow up.
Surface all costs and contract terms upfront— no surprises at the finish line.
Make it easy to say yes, and you'll win more than the properties with the best rates.