Describe your group business. Makeform creates a hotel RFP form for room blocks, meeting space, catering, dates, budgets, and decisions.
Send RFP submissions to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a brief, edit it, or send it into the Makeform builder. Each example shows a practical request structure.
Audience
Corporate planners sourcing rooms and meeting space
Format
Multi-day RFP with room-block grid
Prompt size
260 chars
Example form structure
Multi-day RFP with room-block grid
Planner, company, and contact details
Event dates and flexibility
Guest rooms by night
Meeting rooms, layouts, and capacities
Upload the agenda or specifications
Suggested routing tags
New group lead
Needs space review
Proposal requested
Ask for rooms by night so sales can compare the block with available inventory.
Step 1
Source
planner shares dates, rooms, space, and budget
Step 2
Qualify
sales checks inventory and deadlines
Step 3
Route
teams review relevant requirements
Step 4
Propose
sales prepares a focused response
Better group lead intake
A hotel RFP form gathers the stay pattern, event program, space needs, and timeline before sales responds.
Collect nightly counts, room types, peak night, suites, and arrival patterns instead of one total.
Ask for each function's time, attendance, layout, and setup so events staff can test the program against real space.
Use event type, room volume, dates, and deadline to route requests to the right sales owner.
Built around group business
Start with the closest event pattern, then adjust required fields and conditional sections for your hotel's process.
Room blocks, boardrooms, breakouts, connectivity, meals, and billing contacts.
General sessions, exhibits, breakouts, storage, historical pickup, and concessions.
Guestrooms, weekend functions, venue preferences, catering, and tours.
Bed types, bus parking, meals, storage, laundry, and deadlines.
RFP workflow
Build a structured intake, publish it, and route submissions with enough context for a useful response.
Tell Makeform which group segments you handle and what sales must know first.
Require nightly rooms, reveal relevant exhibit questions, and repeat fields for scheduled functions.
Share a link or embed the form on your meetings, weddings, groups, and sales pages.
Notify sales, copy details to a worksheet, and flag near-term deadlines for review.
Structured RFP vs open inquiry
Group and meeting opportunities are easier to compare when every planner answers the same core questions.
Field guide
Collect enough information to evaluate availability and prepare a relevant proposal.
Planner and event profile
Capture the organization, event, planner, attendance, history, and alternatives so sales understands the scope and buyers.
Dates and guestrooms
Gather arrival and departure, flexibility, rooms for every night, room types, suites, staff rooms, and booking method.
Function space
For each function, collect time, attendance, setup, space notes, turnaround constraints, and privacy needs in repeatable entries.
Catering and technology
Food service, audiovisual, internet, power, and hybrid requests can change fit and pricing. Distinguish needs from preferences.
Commercial details
Ask for rate targets, budget ranges, billing approach, and requested concessions without requiring an exact figure.
Timeline and attachments
Close with the proposal deadline, site-visit interest, selection criteria, decision date, and supporting files.
Related tools
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Open toolGather the detailed schedule, suppliers, logistics, and priorities after an event advances.
Open toolHandle simpler group requests that do not need a full meeting-space RFP.
Open toolCollect menus, service details, headcounts, timing, and dietary requests.
Open toolRegister attendees after the venue is chosen and the event is ready to promote.
Open toolAsk planners and guests about rooms, event service, facilities, and follow-up needs.
Open toolFAQ
Answers for hotel sales teams building a clear group inquiry process.
It is a structured request for proposal for a group stay or event. It gives hotel sales the dates, room block, space program, catering, technology, budget context, and buying timeline needed to assess fit.
Ask for planner contacts, event type, dates, attendance, rooms by night, meeting functions and layouts, catering, proposal deadline, and decision date. Add budget, audiovisual, exhibits, accessibility, transportation, concessions, and uploads when relevant.
Use repeatable entries for date, room count, and type. Ask about peak night, suites, staff rooms, arrival patterns, cutoff, booking method, and rooming-list timing. One total rarely shows availability needs.
Yes. Repeat fields for each agenda item, including time, attendance, setup, and notes. Conditional sections can reveal exhibit, outdoor, catering, production, or hybrid questions when selected.
Yes. Add uploads for RFPs, agendas, room history, floor plans, technical specifications, menus, or tax documents. Keep core qualification fields structured so sales can route submissions before opening files.
Yes. Makeform provides unlimited free forms and responses, so you can generate, edit, publish, and collect hotel RFP submissions without a response cap. The paid tier removes the Makeform badge.
Notify the sales manager, post key details to Slack, or copy responses to Google Sheets. Separate guestrooms, space, catering, audiovisual, and billing so each reviewer finds relevant requirements.
Not always. A range, target guestroom rate, and requested concessions may work better. Allow a not-yet-set option and separate lodging, rental, catering, and production budgets when useful.
Turn group inquiries into proposal-ready briefs.
