6. How to write a hotel accommodation rfp

Businesses and many other organizations often hold meetings and conferences on a regular basis, as well as send delegations to promote items and services at trade shows. Sometimes family members travel to a central locale for reunions. In all these cases, people require accommodations. Therefore, an important part of planning these events is writing a Request for Proposal (RFP) to several hotels and conference centers to see which one can give you the rooms, services and other amenities that your group requires and at the best price.

Instructions

1. Create a cover page in which you include the title of your proposal (i.e., "Hotel Accommodation RFP"), the name of your event and company, contact information of the person who will be making the arrangements (name, address, email, phone and fax numbers), and the inclusive dates of the event.

2. Explain the facts. In the first paragraph write about your group and numbers of people expected to attend, information about your event (it is a yearly conference, a bimonthly workshop?), if you will require meeting and/or banquet space, and the dates of the event.

3. Include a comprehensive discussion of your group's requirements in the paragraphs under the heading "Requirements." Use subheadings, such as "Dates" (arrival and departure dates and times) and "Room Types" in which you would include how many rooms with King, Queen or double beds are required, and how many suites will be needed. Note how many non-smoking or handicap accessible rooms are required. Also include "Meals" if your group will require them (tell which meals and what dates), and size of meeting or banquet rooms necessary.

4. Add another subheading called "Additional Requests." Include any audio-visual equipment, parking accommodations, airport shuttles, workout rooms, heated swimming pools, or WiFi access that you might require.

5. Write the "Budget" section in which you include the maximum amount you are willing to pay for each room, the per person rate for any banquets, and costs for rental of meeting rooms and any refreshments.

7. Rules & regulations of hotel rooms

Hotel rooms come in a variety of styles and price ranges, from cheap motels to luxury five star resorts and everything in between. Despite differences in decor and price, one thing most hotels have in common is a set of rules and regulations. The rules and regulations are put in place to keep hotel guests and employees safe and protect hotel property from damage. Failure to obey these rules can results in fees or fines to cover hotel room damages, removal from the hotel or possibly even arrest.

Smoking

Some hotels are completely non-smoking. The policy usually includes hotel-room balconies and patios. Some hotels designate smoking and non-smoking rooms. If you smoke in a non-smoking room, you will likely be fined hundreds of dollars and possibly asked to leave. If you are a smoker, reserve a smoking room if one is available at your hotel, or speak to the front desk about where you are allowed to smoke on the property.

Number of Guests

Most regular hotel rooms are designed for two adults. If you have more than two people staying in the room, the hotel will likely charge an additional fee for each extra guest, though some hotels let children stay free. Do not put more than four adults in the room unless the hotel's policy permits that many people. Too many people staying in one room might be a fire code violation, and you might be fined or removed from the hotel. Consider reserving more than one room to accommodate everyone, or reserve a larger suite if the hotel has one available.

Hotel Reservations Requirements

You must be 18 or older to rent a room at most hotels. If you lie about your age, you are violating hotel rules. Also, if you reserve a hotel room for a minor and do not stay there, you might be liable for any damage done. Unaccompanied minors may not reserve hotel rooms or stay in hotel rooms on their own.

Most hotels require a major credit card to reserve the room. You can pay cash at the end of your stay, but do not be surprised if there is a temporary charge or authorization on your card for a few days after your stay. Most hotels authorize a security deposit on your card to cover any possible damages to the room. Once the hotel verifies that the room is undamaged and that you did not violate any hotel policies, your security deposit will be refunded.

Breaking the Law

You cannot break the law in your hotel room, just as you cannot break the law in your own home or in public. Do not do drugs or commit any other criminal act in the hotel room. If you do, you will likely be arrested.

Noise

Most hotels have a noise policy you must adhere to. The policy is set to ensure that other guests have a quiet and comfortable stay. If you are being too loud you will usually get a warning. If the noise continues and more complaints are issued, you will likely be kicked out of the hotel, regardless of what time it is.

Pets

Hotels have clear pet policies: some allow pets, others do not. If you stay in a hotel that strictly does not allow pets, you will likely be fined if you bring your furry friend into the room. Hotels that do allow pets often require advance notice that you will be bringing a pet, and usually charge extra or make you pay a security deposit that is refunded after you check out and the staff verifies that no damage was done to the room. Exotic pets are rarely allowed in hotels; most pet-friendly hotels allow only common domestic pets like cats and dogs.

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