A4 document

format

Hospitality

industry

Events

industry

Classic

design

Hotel RFP template

A free hotel RFP template for corporate travel and group events: room nights and dates, rates, meeting space, food and beverage, attrition and cancellation terms, and every fee. Edit it as is, or let Cobl draft it from your event brief.

Try it out

Make this template yours

Turn this template into a real document for your company. Cobl adapts the content, branding and structure to your context.

Use this template

We never train a model on your content.

Format

A4 document

Length

8 pages

Sections

8 sections

Exports

PDF · Word

Time saved

Hosted in the EU. No model training on your data.

What's inside

The eight sections hotels need to quote properly

Hotels answer fast when the request is complete. Missing dates, room counts or catering details lead to rates that change later.

Program overview

The event or travel program, dates and how flexible they are, number of attendees and your decision date. Hotels price on dates and volume.

Room block and rates

Room nights per night, room types, the rate requested, what it includes and the cut-off date for the block.

Meeting space

Rooms needed each day, with setup style, capacity, audiovisual needs and whether you need a 24-hour hold.

Food and beverage

Meals and breaks per day, dietary needs and any minimum spend the hotel requires.

Contract terms

Attrition, cancellation, force majeure and deposit schedule, asked in the RFP so the best rate is not undone by the contract.

Fees and taxes

Resort fees, service charges, taxes, parking and Wi-Fi, each disclosed. Totals compare only when every fee is visible.

Accessibility, safety and sustainability

The accessibility features, safety standards and sustainability credentials you require, with the evidence each property should send.

Response format and deadline

One response grid for every property, the deadline and a single contact for questions.

How it works

From this template to client-ready

Start from the template

Click “Use this template”. You start from a real example, with its structure, its method and its design.

Add your context

Nothing to prepare. Cobl asks you the right questions and pulls your company knowledge: your CRM, your tools, your past work and your branding.

Get the best of both

Cobl assembles the two. The rigour of the template, with your content and your branding. So, what comes out is client-ready.

Why this template

Compare total cost, not room rate

A low room rate can come with high attrition, extra fees and catering minimums. This template asks for all of them up front.

Every fee disclosed

Resort fees, service charges and taxes are listed line by line, so the lowest rate does not become a surprise at checkout.

Attrition and cancellation asked early

Contract terms are part of the response, so you compare risk as well as price before choosing a hotel.

One grid for every property

Hotels answer in the same format, so ten responses fit in one comparison table and the choice takes minutes.

FAQ

Questions about this template

Is the hotel RFP template free?

Yes. Download it as it is, in Word or PDF, without an account. You only create one when you want Cobl to rewrite it with your own event details and your branding.

What should a hotel RFP include?

The program dates and flexibility, attendee numbers, room nights per night with room types and target rate, meeting space by day, food and beverage needs, attrition, cancellation and deposit terms, a request to disclose every fee and tax, accessibility and sustainability requirements, and one response grid with a deadline.

What is the purpose of an RFP?

The purpose of an RFP is to let a buyer compare multiple vendors fairly against the same defined requirement. It forces the buyer to articulate what they need, gives every vendor the same information, and creates a documented, auditable basis for the final decision.

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Can I change the sections?

Yes. Add, remove or reorder anything. A template is a starting structure, not a locked form. Cobl remembers what you changed and applies it to the next document of the same type.

Can I use my own branding?

That is the point. Give Cobl your website and it reads your colours, your typography and your tone, then applies them to every page. Upload a past document and it locks onto your real design system.

Hotel RFP template

The eight sections hotels need to quote properly

From this template to client-ready

Compare total cost, not room rate

Questions about this template

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