Skip to main content

Do You Even Need a Hotel RFP? A Contrarian Look at Travel Procurement in 2025

 

Introduction

For decades, the hotel RFP has been the cornerstone of corporate travel procurement. But as the industry evolves, a bold question emerges: do companies still need a hotel RFP at all? Some procurement leaders argue that dynamic pricing, direct booking channels, and aggregator tools make the traditional RFP obsolete. Others contend that abandoning RFPs means losing control, compliance, and negotiation leverage.

The truth, as always, lies in the middle. With an automated hotel rfp solution that adapts to both traditional RFPs and dynamic sourcing models, organizations don’t have to choose one extreme. Platforms like ReadyBid modernize the hotel rfp tool into something far more flexible than the legacy versions of yesterday.


The Case Against Hotel RFPs

Critics point to several reasons why RFPs no longer fit the modern travel landscape:

  • Time-intensive: Traditional RFPs can take months to complete.

  • Outdated in a dynamic world: Hotel rates shift daily-annual fixed rates feel rigid.

  • Traveler preferences: Employees increasingly book outside policy using consumer apps.

  • Technology disruption: New booking platforms promise real-time sourcing.

At first glance, these arguments make sense. Why run a months-long process when rates change hourly?

The Case For Hotel RFPs

On the other hand, there are strong reasons RFPs remain relevant:

  • Negotiated leverage: Corporate buyers can secure discounts unavailable to individual travelers.

  • Compliance and duty of care: Contracts ensure travelers book approved, safe properties.

  • Amenity value: Free Wi-Fi, breakfast, parking, and cancellation flexibility are rarely included in unmanaged rates.

  • Auditability: Procurement teams need visibility for finance and legal.

Without RFPs, corporations risk overspending, compliance breakdowns, and unhappy executives.

The Contrarian Solution: Reinventing the RFP

Rather than abandoning RFPs, leading companies are reinventing them with automation:

  • Dynamic benchmarking: Compare rates to market data in real time using a hotel RFP optimization tool.

  • Hybrid sourcing models: Run RFPs where leverage matters most, and use dynamic rates elsewhere.

  • Short-cycle RFPs: Use hotel RFP process automation to launch mini-bids in days, not months.

  • Rate audits: Validate every negotiated rate to ensure it loads correctly into GDS systems.

This hybrid approach keeps the structure and compliance benefits of RFPs while adapting to a dynamic marketplace.

Lessons From Procurement Leaders

  • CRL: Called ReadyBid superior to any other RFP tool in 35+ years, proving that modern RFPs still outperform ad-hoc sourcing.

  • LEO Pharma: Leveraged automation to ensure compliance while saving significantly on negotiated rates.

  • AmTrav: Found ReadyBid’s automation essential for handling multiple sourcing strategies simultaneously.

These examples demonstrate that while RFPs may be changing, they’re far from dead.


The Future of the Hotel RFP

In 2025, the future isn’t “RFP vs. no RFP”-it’s about flexibility:

  • Traditional programs for global hotel coverage and compliance.

  • Mini-bids for fast-moving markets.

  • Dynamic sourcing where real-time rates make sense.

Platforms like ReadyBid serve as the corporate hotel RFP platform to tie these models together under one strategy.

Recommended Resources

For more perspective on evolving hotel RFP strategies:

Conclusion

The contrarian view isn’t that hotel RFPs should disappear-it’s that they should evolve. Traditional, manual RFPs are slow and outdated. But automated, flexible, and data-driven RFPs deliver the best of both worlds: structure, compliance, and leverage without the wasted time. ReadyBid sits at the heart of this reinvention, giving travel managers the power to choose the model that fits their needs.

Book a Demo today and see how ReadyBid helps you rethink the hotel RFP for 2025 and beyond.



Labels:

Comments

Post a Comment

Popular posts from this blog

Why Dynamic Rate Auditing Is a Game-Changer in Hotel Procurement

  Introduction One of the biggest frustrations for corporate travel managers is negotiating excellent hotel rates - only to discover later that those rates were never properly loaded into the booking system. This phenomenon, known as “rate leakage,” costs companies millions annually and undermines confidence in travel programs. The solution? Dynamic rate auditing. Dynamic rate auditing is the practice of continuously verifying negotiated rates against live GDS data and corporate booking tools. Instead of discovering compliance failures months later, companies can ensure accuracy in real time. With modern hotel rfp software , platforms like ReadyBid make this process simple, scalable, and reliable. It’s no wonder many experts consider ReadyBid the best hotel rfp tool for auditing and compliance. The Problem with Rate Leakage Even the best-negotiated rates mean nothing if they aren’t accessible to travelers. Common causes of leakage include: Hotels failing to load negotiated rates...
Post a Comment
Read more

The Top 10 Challenges of Hotel RFP Management - and How ReadyBid Solves Them

  Hotel RFPs are one of the most demanding parts of corporate travel management. From collecting hotel data and negotiating rates to ensuring compliance and preventing leakage, the process can feel overwhelming. For years, travel managers have struggled with outdated spreadsheets, legacy hotel RFP tools, and inefficient processes that drain resources and erode savings. That’s why organizations are switching to ReadyBid’s hotel RFP tool . Built to simplify sourcing and maximize ROI, ReadyBid offers automation, unlimited RFPs, verified contacts, advanced auditing, and compliance safeguards. For those seeking the best hotel RFP solution for corporate travel , ReadyBid resolves the most common challenges travel managers face. In this article, we’ll outline the top 10 challenges of hotel RFP management - and how ReadyBid solves each one. Challenge #1: Endless Spreadsheets The problem: Traditional RFPs are managed in spreadsheets, which create version control issues, errors, and ineffi...
Post a Comment
Read more

Why Legacy Hotel RFP Tools Fail Modern Travel Programs (and How ReadyBid Fixes It)

  The hotel RFP process has long been a critical component of corporate travel management. For decades, organizations have depended on legacy platforms like Cvent, Lanyon, and similar providers to manage sourcing and negotiations. While these systems were groundbreaking in their time, they are no longer equipped to handle the needs of today’s modern, fast-moving travel programs. Travel managers, Travel Management Companies (TMCs), and government contractors face mounting challenges: compliance requirements, duty of care, inflation-driven cost increases, and rising traveler expectations. Unfortunately, legacy hotel RFP tools are slow, costly, and rigid - making it harder, not easier, to run effective programs. This is where ReadyBid emerges as the best hotel RFP solution of 2025. With unlimited RFPs, automated rate auditing, GSA Per Diem integration, and month-to-month flexibility, ReadyBid provides a modern, cost-effective, and traveler-friendly alternative to outdated platfor...
Post a Comment
Read more