Big Event Planning – Making the hotel RFP process better for everyone

The larger your group event, the more complicated planning becomes. When it comes to complex hotel group stays, special requirements and event spaces with multiple configurations, an event planner can feel like Goldilocks, looking for the solution that works best.

The right person is there – and more than likely a handful of places would work well – but sourcing and booking can often feel like a full-time job. The variables involved often cannot be easily managed in an instant online transaction. And you wonder if you’re getting the best deal.

Additionally, almost all options for large events require an RFP.

411 on hotel tenders

Event planners submit an RFP or RFP when looking for a venue they don’t yet have an established relationship with in order to find the best, most strategic deal. The idea is that by varying the locations they work with, planners stay on top of market value instead of becoming complacent or possibly exploited.

An RFP is used to request and gather relevant information in the reservation process, then each returned proposal is compared and contrasted to determine the preferred venue.

If it sounds like a long and arduous process, it can be: on average, traditional hotel supply takes 75 days. (Later on how we can reduce this to 12 days.)

Reservation for large or small events

Eliminating the effort spent developing individual hotel RFPs means an event planner has more time to consider other ways to improve their gathering. Big and small events are not the same beast; each has a unique set of requirements.

Here’s where, in general, planners see the two differ:


While GroupSync’s instant booking is a real game-changer for group travel planners, it still can’t replace RFP for large, complex events. And although Instant booking is perfect for the planner with smaller group accommodations to book or less involved meeting space needs, tenders will always have a place.

But the process of creating and managing tenders should be better. One designed with the event planner in mind.

Why GroupSync is perfect for large groups

Whether you need a group hotel reservation for a 200 person annual conference or a large citywide event, GroupSync has you covered. It allows planners to easily create, distribute and manage RFPs, giving them the power to search, find and book hotels in days rather than months, no matter the size Of the party.


We’ve simplified the traditional and often tedious RFP process by removing the need to create custom requests per property: once you’ve created your RFP in the web solution, you can distribute it to your results most relevant search results or to one of the 200,000 properties in our database.


Close all browser tabs right now, because you don’t need a bunch of Google searches to manually put together your hotel options. GroupSync’s hotel search capability is designed for faster group sourcing and booking, without paid placements, providing you with qualified search results for places that match your specific criteria.


The key data a planner needs more than anything when researching hotels is cost and availability. GroupSync has both, including predicted market rates based on industry data, as part of researching and sourcing hotels – before sending out the RFP. Real-time rates and availability are also displayed for a growing list of properties, based on your event criteria.

Cut months of search and booking time for your site

GroupSync is designed to simplify the booking experience and reduce booking process time – over two months. In many cases, we have reduced the average booking time for RFPs from months to days, reducing the stress planners often face when securing room blocks and space for big events.

You want to know more ? Log in to Groups360 today to learn how GroupSync makes it easy to book hotels for large groups.

About Groups360

Groups360 was created with one goal: to empower meeting planners to bring innovation, transparency, and simplicity to the decades-old problem of group booking. The company’s integrated technology solution, GroupSync™, enables suppliers to allocate inventory, engage with planners and optimize group revenue. GroupSync also allows planners to search and shop for hotels worldwide and book rooms and spaces directly, online or through a streamlined bidding process. GroupSync is the first distribution channel to offer online booking of hotel rooms and meeting spaces for groups.

Groups360 has offices in Nashville, London and Singapore. Learn more about

Hal Hasall
Vice President of Marketing

Robert M. Larson