Guide
How to answer a group RFP: steps and a checklist
A method for hotel and venue sales teams: what to check, and in which order, before the reply to a group or event request goes out.
Steps
Seven steps from request to reply
Work through the request in this order. Each step needs the one before it, so a gap found early does not undo work done later.
01
Read the whole request
Note the dates and whether they can move, the guest count, the event type, the rooms needed, catering, equipment and the budget if one is given.
02
Ask for what is missing
If a detail that changes the price is missing, ask for it in one message, with every question at once.
03
Check the space and the rooms
Check that a suitable space is free for the whole event, set-up and clear-down included, and that bedrooms are free if the group stays overnight.
04
Price it from your packages
Build the price from your own packages and add-ons, with the VAT shown, so the planner sees what is included.
05
Set the terms
State the deposit and its due date, the cancellation tiers and the date until which the offer is valid.
06
Hold the space
Hold the space and the rooms until that date, so they are not sold twice while the planner decides.
07
Send it, then follow up
Send the offer with the contract ready to sign, and set a date to follow up if the planner has not answered.
Checklist
Checklist before you send
Before the reply goes out, check each line.
- The dates, times and guest count match the request.
- The space fits the party and the layout the planner asked for.
- Every price line comes from a current package or add-on.
- The VAT is shown, and the total includes it.
- The deposit and its due date are stated.
- The cancellation tiers are in the contract.
- The date until which the offer is valid is stated.
- The space is held until that date.
In AirPlate AI
Which steps AirPlate AI takes on
AirPlate AI prices each request from your own packages and pricing rules, and assigns the smallest free event space that fits the party, checked against your own bookings. Offers show the subtotal, the VAT and the total.
You set the deposit and the cancellation tiers once; each contract carries them. Holding the event space in Apaleo is in certification.
A follow-up agent for requests that go quiet is in development; contract and offer reminders already go out today.