Hotel RFP Service

Crew Logistics is pleased to offer custom-tailored RFPs for our clients. We have the ability to
facilitate multiple city RFPs as well as last-minute ad-hoc room requests.


As our client, we will work with you to outline a hotel RFP process that meets your unique needs and in the NBTA format. We can facilitate the bidding of one city, or many cities, on an annual or as needed basis (we suggest bidding/researching the markets throughout the year to stay on top of rate trends). We can tailor the RFP to answer your specific questions as well as suggest some questions that perhaps you may not have thought of. We can also provide you with access to monitor the bid process, if you so choose. You can be as involved as you would like, or just leave the bidding to us. We will provide you with a summary of the results so that you can make the decision that best meets your needs. Our RFP process can be as rigid or as flexible as you need it to be. From time-to-time, our clients have last-minute, ad-hoc hotel requirements. We are able to assist with the rate negotiation and/or booking(s) for a hotel stay within as little as a few hours. In these circumstances, we would by-pass our formal RFP process and contact our hotel partners directly to determine availability and rate and ensure our clients are getting the best deal possible.


CLC has the ability to provide you with details of any phase of the RFP process, including reports such as:

  • Bid status summary
  • Hotels that declined to bid.
  • Program usage by chain.
  • Year over year savings reports.
  • Corporate vs. negotiated rate
  • First offered vs. negotiated rate.
  • Rate trends


For the contracting phase, we are more than happy to get a contract for you, assist with contract drafting, or facilitate getting your company's standard hotel contract signed.


CLC offers you a variety of methods for booking hotel rooms:

  • Via GDS (yours or ours)
  • We facilitate bookings – you can send them via email, fax, spreadsheet, accommodation reports, etc.

No matter how your bookings are made, we will ensure that your negotiated rate is properly loaded and that your rate is being booked.


We will provide you with access to a hotel directory that allows you to view your contracted property details, including items such as rate, amenities, contract terms, etc.


CLC will:

  • Audit the rate periodically to ensure that it remains loaded and bookable
  • For manual bookings, that your rate is being booked.
  • Check your negotiated rate against market rates to ensure you are getting the best rate.
  • Periodic checks to ensure that the hotel rate manager is making your rate available as contracted.

We have extensive experience in hotel sourcing and would be very honored to assist you in this process. If you are interested in our RFP service, please email and we will be happy to outline a custom-tailored program for you.