Fast, Smart, and Personalized: How Hotels Can Win More RFPs

Speed is everything in today’s world, where 79% of RFPs are won by one of the first three hotels to respond. But being first isn’t enough—you must also be smart and personalized in your approach. If your hotel’s RFP process is slow, generic, or disorganized, you’re likely losing out on valuable business to competitors who respond faster and with more tailored proposals.

Winning RFPs isn’t just about hitting ‘send’—it’s about making an impact. A streamlined, data-driven, and client-focused approach ensures your proposals stand out. This article explores the common mistakes that hold hotels back, strategies to accelerate and enhance RFP responses, and the role of technology in securing more bookings.

What hotels get wrong about RFPs (and what's holding you back)

Many hotels underestimate just how critical speed and quality are in RFP responses. If you don’t respond quickly, you’re likely losing business to competitors who do. Outdated systems, fragmented data, and manual processes slow you down, leading to delays and inaccuracies that frustrate potential clients.

Personalization is another area where many hotels fall short. A generic, one-size-fits-all proposal won’t win business—your clients expect proposals tailored to their specific needs. Without a personalized approach, your proposal can feel impersonal and unconvincing, reducing your chances of securing the booking.

Another common mistake is neglecting follow-ups. Many hotels assume that once an RFP is submitted, the work is done. But following up with potential clients—through personalized emails or calls—demonstrates professionalism, reinforces your interest, and gives you an edge over competitors who remain silent. Follow-ups help clarify client questions, build trust, and increase the likelihood of conversion.

Now that we’ve uncovered the common pitfalls holding hotels back, the next step is refining your approach to RFPs. Three key pillars determine success: speed, personalization, and optimization. You can significantly increase your conversion rates by improving response times, crafting tailored proposals, and tracking performance.

Speed – Why fast RFP responses win more business

In a competitive market where planners receive multiple proposals, response time can decide. With 79% of RFPs won by one of the first three hotels to respond, being quick gives you a strong competitive edge. A fast response demonstrates professionalism and conveys that your hotel values the client’s time and business.

Fast responses set the right tone for a positive client relationship. They show that your hotel is proactive, organized, and capable of meeting tight deadlines—qualities that event planners and corporate clients prioritize when selecting a venue.

How to speed up RFP responses and secure more bookings

• Implement automated systems – Use RFP management software to automate responses, centralize data, and streamline proposal creation. This reduces the time spent gathering information and allows you to send polished proposals faster.
• Create a standardized proposal template—A well-structured template ensures consistency and speeds up the customization process. Tailor key details to match client needs without starting from scratch each time.
• Centralize your data – Store rates, availability, and proposal details in one accessible system to eliminate delays caused by searching for information across different platforms.
• Train your team on rapid response protocols – Equip your sales and events teams with the skills and resources to efficiently prioritize and execute RFP responses.

By streamlining these areas, your hotel can stand out as a responsive and reliable partner, increasing your likelihood of securing bookings.

Personalization – The key to more effective RFPs

Speed alone isn’t enough—your proposal must feel crafted specifically for the client. Generic, copy-paste responses lack impact and can make clients feel like just another number in your sales funnel. A personalized approach builds stronger connections and demonstrates that you truly understand the client’s needs.

Tailoring your RFP responses enhances the perceived value of your offer, differentiates your hotel from competitors, and significantly increases conversion rates. Clients want to feel confident that you can deliver a customized experience, whether it’s a corporate event, conference, or group stay.

How to personalize your RFP responses

•  Leverage data for smart personalization – Use your CRM or RFP management system to pull client preferences, past bookings, and relevant details. This allows you to tailor responses efficiently without manually researching every client.
• Automate personalized proposals — Instead of starting from scratch, use smart templates that auto-populate client-specific details. This ensures speed while maintaining a personal touch.
• Offer customizable options – Instead of a one-size-fits-all proposal, give clients flexible options to tailor the package to their needs. Providing unique add-ons, room configurations, or F&B packages tailored to the client’s request can make your offer more appealing.
• Showcase relevant experience – Highlight past events or stays that align with what the client is looking for. Case studies, testimonials, and references to prove your hotel’s ability to meet their expectations.

By streamlining these areas, your hotel can stand out as a responsive and reliable partner, increasing your likelihood of securing bookings.

Optimization – Tracking and refining your RFP strategy

Winning more RFPs isn’t just about responding quickly and personalizing proposals—it’s about continuously improving your strategy. Data-driven decision-making is the key to long-term success. Your hotel can refine its approach, allocate resources more effectively, and maximize conversion rates by tracking the right RFP metrics.

Optimizing your RFP process with real-time data helps identify bottlenecks, refine strategies, and improve sales decisions. Without tracking performance, hotels risk losing business due to inefficiencies. A data-backed approach ensures smarter resource allocation, better response times, and more effective proposals, leading to higher conversion rates and revenue growth.

Key RFP metrics to monitor and improve

1. Response time – How long does it take your hotel to respond to an RFP? Reducing response time can give you a competitive edge and improve win rates.
2. Conversion rate – Measure the percentage of RFPs that turn into actual bookings to assess the effectiveness of your proposals.
3. Client engagement – Track follow-ups and client interactions to determine how engaged potential customers are with your proposals. High engagement often correlates with higher conversion rates.
4. Win rate by segment – Identify which types of clients or events your hotel is most successful with and refine your targeting accordingly.
5. Lost business insights – Analyzing lost RFPs helps pinpoint why certain proposals weren’t successful, providing opportunities for continuous improvement.
6. Turned down RFPs – Monitor and document why your hotel declines certain RFPs. This can help refine your targeting strategy, improve operational efficiency, and identify patterns in requests that may not be the best fit for your property.

By leveraging these strategies, your hotel can build a smarter, more effective RFP strategy—one that prioritizes speed, ensures personalization at scale, and continuously refines performance through data. Mastering these three pillars—fast responses, tailored proposals, and ongoing optimization—positions your hotel ahead of the competition.

Why technology is the key to winning more RFPs

Throughout this article, we’ve explored the key pillars that drive RFP success: speed, personalization, and optimization. But in today’s hospitality landscape, you’re busier than ever—juggling multiple inquiries, managing complex bookings, and working to turn leads into revenue. To stay ahead, you need tools that help you work smarter, not harder.

Technology transforms how hotels manage RFPs by automating tasks, centralizing data, and providing real-time insights. With the right tools, you can respond faster, create tailored proposals effortlessly, and refine your approach with performance analytics. Instead of getting bogged down in manual work, focus on building relationships and winning more business—while measurable improvements in response times and conversions keep you ahead.

This is exactly what the Thynk and Cvent integration delivers—a seamless workflow that combines powerful RFP management and hospitality sales intelligence.

How Thynk & Cvent enable smarter RFP management

• Centralized RFP management – Automatically create inquiries from Cvent RFPs, assign them to the right sales manager, and ensure no missed opportunities.

• Seamless RFP-to-Booking conversion – Convert inquiries into bookings within Thynk, ensuring a smooth sales process with consistent data.

• Smart proposal generation – Use booking data to generate proposals without manual re-entry, maintaining accuracy and efficiency.

• Performance tracking & insights – Gain a full picture of RFP volume, response times, conversion rates, and declined opportunities to refine your strategy continuously.

• Turn down RFPs strategically – Decline non-ideal opportunities in Thynk while tracking trends for future prospecting.

Technology is transforming how hotels handle RFPs, making it easier to work smarter, not harder. With the right tools, your team can reduce friction, focus on high-value opportunities, and drive stronger results.

-> Ready to transform the way you manage RFPs? Discover how Thynk & Cvent can help you respond faster, personalize proposals effortlessly, and win more business.