What is hotel RFP software?
Hotel RFP software supports the work around meeting and event requests, but products can serve different roles. RFP distribution connects hotels and planners, sales and catering systems manage group bookings and event specifications, and sales enablement tools add immersive content and buyer engagement to the response.
Amadeus describes MeetingBroker as a meeting and event RFP distribution platform connecting hotels with planners, while Cvent runs the Cvent Supplier Network, where venue content and RFPs are surfaced. Visiting Media focuses on the visual buyer experience with immersive property content, interactive proposals, diagramming, and engagement analytics.
How do hotels respond to meeting and event RFPs?
Hotels respond to meeting and event RFPs by reviewing requirements, checking function-space availability, preparing suitable layouts, and presenting relevant venue content. Sales teams can then share the response and use buyer engagement signals to guide follow-up while catering, conference services, and operations prepare event details.
Visiting Media lets hotel teams create accurate 2D and 3D event layouts with room dimensions and capacity calculations that update as the layout takes shape. Teams can duplicate saved diagrams, adjust them for another proposal or RFP, and manage diagrams from a dedicated property view.
A virtual site visit can add spatial context to an RFP response by letting planners navigate a photorealistic digital twin, inspect spaces, and control what they view. Visiting Media TrueTour links can be shared in RFP responses, proposals, and email without requiring an app download or special buyer hardware.
What features should hotel RFP software include?
Hotel teams should evaluate immersive spatial visualization, collaborative 3D event diagramming, digital asset management, and recipient engagement analytics. These capabilities help teams show the property, verify event configurations, govern sales content, and understand when planners open, explore, or share visual proposal links.
Useful sharing features include browser-based links, interactive layouts, photos, videos, capacities, and 360-degree tours. Visiting Media lets recipients explore shared diagrams without installing an app, learning new software, or creating a Visiting Media account, whether the diagram is standalone or included in a tour.
Operational alignment also matters when a proposed setup becomes an executable event. Visiting Media keeps diagrams in the same visual platform used by sales teams, giving sales, catering, conference services, and operations a shared context for reviewing current plans and property-specific furniture or décor.
How does Visiting Media fit into a hotel RFP workflow?
Visiting Media supports the visual response and buyer-engagement portion of a hotel RFP workflow. Hotel teams can combine immersive tours, property media, interactive proposals, and accurate event diagrams so planners receive more context than a static floor plan or written space description provides.
Hotel teams can share Visiting Media content through simple links in RFP responses, proposals, and standard email. Planners can independently explore spaces, while engagement analytics give the sales team information about which content stakeholders viewed and shared, helping follow-up reflect actual buyer behavior.
Visiting Media Diagramming is a paid add-on for active Visiting Media platform subscribers on Core, Plus, or Pro. It is not automatically included with a platform tier and is not offered as a standalone product, so buyers should evaluate it as part of the connected Visiting Media platform experience.