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HBAA publishes Best Practice Guide for Transient RFPs

HBAA is helping to make the transient RFP process less labour intensive and more efficient for both agencies and hotels by creating and publishing a best practice guide: ‘The Transient RFP Guide.’ 
The guide is a business tool for members which supports a “best rate first time” response to client RFPs, and which also alleviates many of the frustrations that everyone experiences during the RFP process.

Members can download the Guide by logging in to the members section of the HBAA website.  

Nick Scott of ArrangeMY, who leads the HBAA’s Business Transient Accommodation Committee explained how they developed the guide.  

“To establish exactly what information is important and relevant, we sent out two surveys to the HBAA membership – one to the agencies, the other to the hotel community.  We had a great response, with a total of 66 surveys completed: which comprised 43 hotel responses and 23 agency responses.”  

The survey highlighted the scale of the RFP process and how varied this can be for different HBAA members, some of whom complete over 3000 RFPs per year and others who complete less than 10.  It also highlighted the large number of independent hotels* in membership which, in the absence of automated RFP tools, could benefit from the guide.”  

The committee then developed the RFP guides and template. These were reviewed by the Executive Director who then passed them to three consultants who specialise in the creation and implementation of corporate travel programmes.  

Their views were shared with the committee who approved various changes before asking the Executive Committee for a final sense check.  HBAA’s marketing committee then worked on the documents design and branding, ready for the initial launch to the membership.  

The full 6 page Guide is available for HBAA members to download by logging in to the members section of the HBAA website. A Summary of the Advice is included here.  

Nick Scott added: “Ultimately the RFP Process can be a complex one and it is not possible to agree on a ‘one size fits all’ solution, but we are hoping that in most cases, members will find synergies with the documents we have created.”  

For more details on how to join the HBAA, please visit

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