When it comes to winning group and event business, hotels know they’re up against fierce competition. But what exactly tips the scale when a meeting planner is deciding where to host their next event? It’s not just about rates and square footage – it’s about how you communicate, how quickly you respond, and how clearly you showcase your spaces.

Here’s a breakdown of what planners actually want to see in hotel proposals (and what they don’t).

Communication Preferences: Email Still Rules

Meeting planners are clear about how they want to hear from you: email is king.

• Over 90% prefer receiving venue information and offers via email, not phone calls or LinkedIn messages.
  
• In fact, 87% specifically want email over calls (7%) or LinkedIn messages (2%).
  

Stop chasing planners on platforms they don’t use for business decisions. A well-crafted, professional email is the best first impression you can make.

Speed & Availability: Fast Responses Win Business

If there’s one thing planners consistently highlight, it’s response time. Statistics show, quick, direct replies often make or break the decision to move forward with an RFP.

But it’s not just about speed – it’s also about personalization. Planners expect to hear from real people, not generic addresses or automated forms. Headshots, direct contact info, and authentic communication go a long way in building trust.

Digital Decision Tools: Show, Don’t Just Tell

Planners want to see your venue in action. That means:

• Videos (72% say they rely on them)
• Self-guided virtual tours (69%)
• Floor diagrams and detailed specs

With more than half of planners (52%) saying room specs are a top factor when deciding whether to submit an RFP, visual tools aren’t optional anymore – they’re essential.

Visual & Technical Details: Clarity Counts

Think beyond property photos. Planners need practical tools that help them make informed decisions. The essentials include:

• Floor plans
• Capacity charts
• Venue photos
• Interactive layouts

And don’t underestimate digital diagrams – 19% want layouts included in RFPs, while another 17% look for 3D/virtual diagrams. The easier you make it for a planner to “see” the setup, the more likely they’ll see themselves booking with you.

Promotions That Matter: Meaningful Perks

Generic offers won’t cut it. Planners are most attracted to:

• Complimentary meeting space (71%)
• Discounts on food & beverage (53%)

These kinds of perks and concessions directly impact their event budget and add real value to their decision-making process.

At the end of the day, meeting planners aren’t just shopping for square footage – they’re shopping for confidence. They want a partner who communicates clearly, responds quickly, and provides the tools they need to make smart decisions.

Hotels that invest in speed, personalization, digital tools, and meaningful offers aren’t just checking boxes – they’re building relationships that win repeat business.

SOURCES:

• eHotelier
• HNH Hotel News
• Cvent