How to Tailor Your Hotel RFP Questions, Including Sustainability Practices

With new operating and fiscal year budgeting cycles on the horizon, we have highlighted a few key areas – along with sustainability metrics – to consider when crafting your next hotel RFP.

Trends that are defining and propelling immediate focus for event management include a shift to incorporate the transient travel team to improve the cost containment of the event, and the need for air travel oversight, service and flexibility. In this edition of TI Insights, our attention is providing our input on an expanded view of your company’s Return on Investment and why the need for Flexible Air Travel Management can make or break the memory and satisfaction of your attendees.

As the hotel travel industry evolves, so do RFPs. Companies are looking for more strategic and flexible approaches to meet the changing needs and expectations of their travelers.

Flexibility and Adaptability in Booking Terms: Hotels are being asked to provide more lenient terms and conditions, recognizing that business travel plans are uncertain and changes are part of the norm. Request more moderate cancellation terms, check-in or check-out options as well as flexibility or eliminating change fees.

Enhanced Health and Safety Measures: Your travelers deserve a safe, secure and healthy environment when they travel. Be specific in your requests about frequency of room cleaning and overall cleanliness standards. Ask about the security precautions that are taken to ensure guest safety.

Personalization and Customization: Your business and corporate culture is unique and your requests should include specific amenities and attributes that you would expect for your travelers. Inquire about unique lodging options that offer distinctive experiences yet cater to the business traveler, or add an interesting environment to improve the overall traveler experience.

Dynamic Pricing Adjustments: Flexibility in rate negotiations and dynamic pricing models are becoming much more common in hotel RFPs. Explore the options for real-time pricing adjustments. Find out which days they aren’t at capacity and would be willing to make rate concessions to fill rooms.

Sustainability: With a strong focus on sustainability, most companies are including specific sections on environmental practices to align with their corporate parameters and metrics including green initiatives and waste management. As this section is vital to your overall program, we offer specific approaches to help with your consideration and RFP submissions.

Location Sourcing: Many comprehensive event service providers will include venue sourcing at no cost to the company.  They are compensated by the properties chosen for your event. ThisAccording to a recent Deloitte survey, 69% of business travelers want their companies to invest in, and partner with, providers that have clear sustainability programs of carbon and waste reduction and renewable energy.

As these travelers and corporations place more emphasis on sustainability, hotels are not only keeping tabs on their carbon footprint, but implementing energy efficient improvements, water conservation, waste reduction, carbon offset programs and even their social impact in communities. When adding sustainability questions into your RFP, make sure they align with your company goals and objectives, including measurements and metrics rather than simply checking a box (unless, of course, this is all that is currently required by your organization). can reduce the cost to you for multiple trips to locations for site inspections by your team prior to contracting and then return trips to finalize details.

As a travel manager, you are regularly balancing the needs and expectations of your travelers, while adhering to the fiscal responsibilities of your company business objectives. It is always a best practice to check in with your travelers before you commence your RFPs to ensure your requirements meet the expectations of those staying in the properties, including their interest to support a more sustainable environment. This will yield a much higher adoption rate of your preferred properties and increase your leveraging capabilities for future negotiations.

If you would like to learn more about Travel Incorporated’s Group Travel Partner service offerings, contact your Client Success Manager for information.