Event Sourcing Best Practices

15 Critical Communications to Send During Your RFP Process

Discover the intricacies of managing multiple hotel communications during the event RFP process. Learn how to navigate these complexities.



In the dynamic world of event planning, the Request for Proposal (RFP) process can feel like a dance. It's a finely tuned sequence where both partners, the event planner, and the hotelier, must be in sync to have the best chance of winning the booking. While beautiful when executed well, this dance can become complex, with the possibility of missteps or missed cues causing potential issues.


One key to a smooth, successful RFP process is effective communication. For event planners, staying on top of contacts is not just essential—it's critical. Each email or notification is a cue, a step in the dance, that keeps everything flowing seamlessly. With multiple stakeholders involved—clients, hotels, attendees—every interaction matters, and missing one could lead to larger issues.

Clear, timely communications allow you to manage expectations, maintain control over the process, and build strong relationships with your stakeholders. They are the heartbeat of the RFP process, the rhythm that guides your steps.

In this post, we'll delve into the importance of these various RFP communications, breaking down some key notifications you'll encounter during the RFP process and offering insight into how each one plays a vital role in the journey toward a successful event. 

One crucial part of this process is the constant communication between both parties. While necessary, managing numerous key communications across multiple hotels can be quite a challenge, especially when dealing with 10 or more events simultaneously.

Let's explore some crucial notifications related to the RFP process to illuminate this intricate process. Understanding their meanings and triggers will empower you to handle these communications more effectively.

Essential Communications Throughout the RFP Journey:

  1. New RFP Sent
    A notification to hotels when you, as a planner, send a new RFP to hotels. It helps keep track of your outreach efforts.
  2. The Hotel is Reviewing an RFP
    This alert tells you a hotelier has started reviewing your RFP. This could be the first step towards a fruitful collaboration.
  3. Proposal Submitted
    A significant milestone in the RFP process, this notification signals that a hotel has submitted a proposal, marking the next stage of your evaluation process.
  4. Hotel Turned Down the RFP
    Disappointing as it may be, this message is essential. It indicates that a hotel has declined to submit a proposal, allowing you to focus on other potential partners.
  5. Planner Turned Down the Hotel's Proposal:
    An important notification that a planner has declined a hotel's proposal. This update allows the hotel to reallocate resources to other opportunities.
  6. Hotel Has Been Shortlisted:
    This uplifting message tells you your hotel has been shortlisted for an event. It signifies that your proposal has met most requirements and is now in the final stages of consideration.
  7. Hotel Has Been Awarded A Booking:
    The ultimate achievement in the RFP process, this alert notifies you that a hotel has been awarded the booking. This is the green light to begin the exciting journey of event execution.
  8. Planner or Hotel Verifying RFP and/or Proposal Details:
    This crucial alert is sent during the RFP process to verify the event's details. This communication ensures that both parties are on the same page and that the event requirements are accurately captured.
  9. Contract Is Ready For Review
    This pivotal alert is triggered when a hotelier attaches a signed contract to an RFP. It signifies the transition from planning to execution.
  10. An updated RFP Has Been Sent:
    A key alert notifies that a planner has sent an updated RFP to hotels, indicating changes in event requirements.
  11. Hotel Re-Opened the Planner's RFP: This notification is triggered when a hotelier re-opens an RFP to make edits or to submit a proposal. It signals that the hotel is actively working on your request and possibly tailoring its proposal to your needs.
  12. RFP Has Been Cancelled
    A necessary, albeit unfortunate, part of the process. This alert is sent when a planner decides to cancel an RFP.
  13. Hotel Response Due Date Has Passed:
    This vital alert notifies planners when a hotel's deadline for proposal submission has passed without a response. This update helps planners assess their options and determine the next steps, whether extending the deadline or exploring other venues.
  14. RFP Decision Due Date Has Passed
    An important reminder notification is sent every three days to planners starting the day after the decision date, ensuring no critical decision is overlooked.
  15. RFP Is On Hold
    This message is sent when an RFP is temporarily halted, allowing all parties to reassess or wait for necessary information.

Mastering Communication Throughout the RFP Process: Staying Ahead of the Game

As intricate as these processes might seem, having a platform that keeps these communications organized can be a game-changer.

This is where HopSkip comes in, offering a consolidated platform that allows users to customize their email notifications throughout the RFP and contracting process. We aim to make these necessary communications as efficient and painless as possible, giving you more time to focus on what matters most – creating memorable events.

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With HopSkip, we've aimed to make the complex simple and the difficult doable. We're here to ensure your events and the RFP process run smoothly. Here's to fewer emails and more successful events!

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