The hotel RFP season is upon us and if you haven’t started thinking about your 2026 program, now’s the time.
At World Travel, we recommend our clients begin preparing in August. Why? Because hotels are already forecasting next year’s volume and allocating space for their most valuable partners. The earlier you engage, the more likely you are to secure the best rates, terms, and amenities. This is especially true if you’re a high-volume account.
Here’s what you need to know to approach the process with confidence and get the most value for your business.
Start Early and Come Prepared
The number one rule in RFP season? Don’t procrastinate. If you wait until the last minute, you may lose out on favorable pricing or preferred room blocks, especially in high-demand cities.
Before you send anything, take time to clarify:
- Your anticipated room night volume
- Priority markets and traveler stay patterns
- Desired rate type (static, dynamic, or hybrid)
- Contract start and end dates
- Must-have amenities or value adds (like breakfast, valet, parking)
The earlier you gather this info, the more compelling your RFP will be to hotels.
Common Mistakes That Can Cost You
According to a recent GBTA meeting with top hotel brands, here are some of the most common missteps:
- Outdated or incomplete forms: Review and update your RFP template before sending.
- Vague requirements: Be specific about what you value most. This helps hotels prioritize and respond competitively.
- No budget range: Transparency helps hoteliers tailor the best offer possible.
- Too many RFP Questions: With hundreds of possible questions, only include what’s truly relevant. Less is more if it’s focused.
And don’t forget—relationship-building still matters. A cold, impersonal form can’t compete with a thoughtful, strategic conversation.
Know What Hotels Are Willing to Flex On
Hotels want your business, and many are ready to negotiate on the things your travelers actually care about:
- Complimentary breakfast
- Parking
- Bonus loyalty points
- Upgrades or premium floor access
- Wi-Fi and early/late check-in
The value of utilizing a TMC is that we can help direct you to the hoteliers that are the most flexible.
Pro tip: let hotels know what really matters to your travelers. They’ll prioritize what makes your people happy.
Red Flags That Might Get Your RFP Declined
Not every RFP gets a bid. According to hoteliers, these are the top red flags:
- Unrealistic requests (e.g., no blackout dates during peak events)
- Incomplete information
Remember, the RFP process isn’t about checking every box, it’s about collaboration. If a hotel can’t tell what’s most important to you, they may opt out altogether.
How Hybrid Work Is Changing the Game
Remote work has reshaped corporate travel patterns and the RFP landscape is shifting with it.
Some brands, like Hyatt and IHG, say business has slowed, making them more eager to win RFPs. Others, like Hilton and Marriott, believe hybrid work has actually increased productivity and accelerated the RFP process.
What’s consistent across the board? Travelers are staying longer. Be sure to include typical check-in and check-out days in your RFP, it matters more than ever.
LRA vs. Non-LRA: Know Your Priorities
Last Room Availability (LRA) guarantees the negotiated rate for the contracted room type, even if only one remains, though it may come at a higher cost.
If cost savings matter most, a non-LRA rate may be better, as hotels can close out these rates during peak demand. But if access to the negotiated rate is critical, LRA may be worth the premium.
Accurate volume projections will help you secure the best possible rates, whether LRA or non-LRA.
The Human Side of the RFP Process
At the end of the day, hotel partnerships are still human. Clients with long-term relationships or strong communication habits often receive preferential treatment, even during high-demand periods or renovations.
If there’s construction, top hotels will notify you, rebook you, or even call you directly. That level of service comes from building trust year after year.
How World Travel Can Help
We know the RFP process can be time-consuming, especially if you’re managing multiple cities or internal stakeholders. That’s where we come in.
World Travel supports our clients by:
- Consolidating hotel data and spend
- Identifying key cities and properties
- Managing RFP outreach and deadlines
- Negotiating better terms through our hotel partnerships
- Advocating for traveler needs and company goals
- Partnership with BCD that allows us to secure the value of discounted hotel rates even for accounts with a smaller travel spend
We help you avoid the chaos—and keep your travel program aligned, efficient, and well-supported.
Ready to Get Started?
If you haven’t kicked off your hotel RFP season yet, now’s the time. Our team is ready to help you build a program that works for your travelers and your bottom line.
Contact your Account Manager today. accountmanagement@worldtvl.com