Jaime Dunn
Crafting a winning hotel proposal requires more than just presenting a document; it’s about having a solid grasp on the client’s needs, highlighting your hotel’s distinctive offerings, and seamlessly weaving it all into an easily digestible format. Beyond the proposal itself, factors like responsiveness, adaptability, and diligent communication play pivotal roles in sealing the deal. Here, we outline ten essential best practices for creating and cultivating successful hotel proposals to increase your chances of winning more business opportunities, both now and in the future.
1. Determine Suitability
Avoid the temptation to bid on every opportunity that arises. Assess whether the program aligns with your hotel’s offerings and target market. If it doesn’t, refrain from investing time in completing the RFP. If you opt not to pursue the RFP, communicate your decision to the planner promptly, ensuring they are not left waiting for your response.
2. Prioritize Prompt Response Times
First and foremost, make sure to respond to the RFP within the deadline. While this may seem obvious, according to recent surveys, one of the primary considerations for venue selection in 2024 is the speed at which venues are able to reply to communications, with 46% respondents emphasizing this factor. Moreover, other data indicates that 72% of first responders win the business. Therefore, responding promptly and professionally to inquiries, providing attentive customer service throughout the proposal process, not only reflects positively on your hotel’s reputation, but will also increase your likelihood of winning the business.
3. Make it Personal
Tailor your proposal to the specific needs and preferences of the client. A proposal shouldn’t be a one-size-fits-all document. While you can leverage reusable content, each proposal should be tailored to the specific response. Here are some tips on how to accomplish this:
- Address the recipient by their name.
- Incorporate booking details, such as company/booking name, event dates, and expected number of attendees.
- Provide information about available room blocks and event spaces specific to their booking, accompanied by relevant photos and details.
- Emphasize how your hotel can fulfill their requirements. For instance, if hosting a sports team, highlight your fitness facilities and wellness programs.
- Include visuals tailored to their market, such as romantic lifestyle photos for wedding proposals or corporate setups for conferences.
4. Use Visual Content
Visual content is essential in presenting your hotel’s offerings effectively. By incorporating high-quality images and visuals of your event space, guest rooms, and amenities, you help clients visualize their stay. Instead of relying solely on standard hotel photos, utilize lifestyle images and snapshots of past events to set the tone and personalize the experience.
Leverage innovative tools like Delphi Diagramming event floor plan software, allowing hotels and meeting planners to accurately and effortlessly design and virtually tour a space, down to the smallest detail. Research suggests that 95% of people are more likely to inquire about properties with 3D virtual tours, underlining their effectiveness in driving engagement and bookings.
5. Showcase Flexibility
Offer flexible room configurations, customizable menus, and adaptable activities to suit varying preferences and group sizes. Recent surveys highlight 47% of planners prioritize venues that can accommodate adjustments when selecting a venue. By addressing these needs, your hotel demonstrates a strong commitment to delivering exceptional, client-focused experiences.
6. Keep it Clear and Concise
In today’s content-saturated world, simplicity goes a long way. Make sure your proposal is succinct and to the point, avoiding unnecessary details. Instead of cluttering the body of the proposal, consider linking out to webpages and documents for additional information on your hotel’s highlights. Use tables and bullet points to streamline readability and ensure easy comprehension. By keeping it clear and concise, you’ll make a stronger impact on your audience.
7. Highlight Unique Selling Points
Spotlight distinctive amenities, services and highlights that set your hotel apart in a competitive market. While it’s crucial to avoid being overwhelmed with too much detail, it’s equally important to emphasize what makes your establishment unique – it could be your prime location, unique brand elements or extensive dining options.
Beyond amenities, there’s growing demand for wellness and sustainability. In the 2024 Global Meetings & Events Forecast by American Express Global Business Travel, 78% aim for a net zero footprint by 2024, which is influencing venue selections. Additionally, attendee well-being is a top priority, seen in trends like longer breaks and diverse food options. Adapting to these evolving preferences not only draws in but also secures group bookings.
8. Include Testimonials & Reviews
Incorporating testimonials from satisfied planners or glowing reviews from reputable sources can significantly bolster credibility and trust. Social proof not only reassures clients of the exceptional quality of your hotel and services but also provides tangible evidence of positive experiences adding a personal touch.
9. Be Professional
While it may seem obvious, it’s essential to avoid spelling and grammatical errors as well as formatting mistakes. Simple errors can reflect poorly on your hotel’s reputation and credibility. Taking the time to thoroughly review your final proposal before hitting send ensures that all details are in place, maintaining professionalism and enhancing the effectiveness of your communication.
10. Assess Proposal Performance
After sending the proposal, the work doesn’t end there. It’s crucial to set a reminder not only to follow up but also to evaluate the proposal’s performance. If you have access to insights such as when the proposal is opened and which content the recipient engages with, leverage that data for your follow-up. Craft your follow-up message to include items of interest that the recipient clicked on, demonstrating attentiveness to their needs. Additionally, keep track of the documents and links that perform well to continually enhance future proposals. By systematically assessing proposal performance, you can refine your approach and increase your success rate over time.
Enhance efficiency with integrated solutions
Streamline your proposal process by combining the power of UpMail with Amadeus’ Delphi Solutions. Through its direct integration into Delphi, UpMail allows your team to pull booking data, event details, and room blocks seamlessly into professionally tailored proposals. This ensures accuracy, consistency, and the ability to deliver a highly personalized experience to your clients, while simplifying the proposal creation for your team.
To further streamline your operations and expand your reach, integrate MeetingBroker. This addition automatically routes RFPs from key global meeting planner demand channels directly into Delphi, eliminating manual data entry and speeding up response times. It also enhances exposure for your event spaces by connecting you to top distribution channels, ensuring you capitalize on valuable opportunities.
Explore the Latest Trends in Hotel Sales
Interested in exploring the latest trends and strategies in hotel sales and event management, based upon insights from industry experts? Download Hotel Sales Stars: The Ultimate Strategy Playbook now and discover how to win more business, both now and in the future!
