Phase 2: Pre-RFP Communication & Volunteer Bids

PHASE 2

Pre-RFP Communication & Volunteer Bids

4-6 Weeks Before Launch

This phase bridges preparation and formal launch. It is the opportunity for buyers and suppliers to align on expectations, share program parameters, and—for suppliers—proactively volunteer bids before the official RFP window opens. Communication in this phase directly determines the quality of bids you receive.

For Buyers: Set Expectations Before the Bidding Begins

Conduct Pre-RFP Calls with Key Partners

Proactive communication with hotel partners—both current preferred properties and candidates for inclusion—is one of the highest-leverage actions a buyer can take. Set up calls to cover:

  • Program timeline and all key deadlines
  • Rate structure preferences: fixed vs. dynamic, and where each applies geographically (including LRA versus NLRA rate structures)
  • Amenity expectations: will breakfast and parking be included? What are the non-negotiables?
  • Volunteer bid parameters: how many will you accept, in what format, and by what deadline?
  • Volume expectations by market, where available—broken down by key city or office location where possible

Suppliers who understand your program before the RFP launches submit better, more customized bids.

Set Dynamic Rate Strategy

If your program accepts dynamic rates (discounts off Best Available Rate), communicate this clearly before launch. Suppliers need to know whether a dynamic offer will be considered or disqualified before they spend time preparing their response.

Leverage TMC Data for Leakage Insights

Buyers rarely have perfect visibility into all travel volume—leakage to non-preferred properties means some spend is invisible. Your TMC partner often has better insight into where travelers are actually staying. Use this data to identify markets where you need to strengthen your program and to evaluate volunteer bid submissions.

For Suppliers: Proactive Positioning

Volunteer Bids: A Strategic Tool

A volunteer bid is a proactive submission to a buyer before the formal solicitation list is published. Used correctly, it is a powerful way to get in front of buyers during the planning phase when solicitation decisions are still being made. A well-timed volunteer bid in a high-need market with competitive rates demonstrates initiative and genuine fit.

Volunteer bids are only valuable when they are genuinely relevant. A bid for a property in a market where the buyer has no travel is noise. Chain Account Managers play a critical role here: screening business cases for accuracy and feasibility, and protecting existing program hotels from oversaturation.

GAM/NAM: The Central Link

Global Account Managers and National Account Managers serve as consultants, gatekeepers, and the central link between buyers and individual hotels. Their role includes briefing hotel portfolios on upcoming account activity, screening volunteer bid business cases, ensuring data accuracy, and helping hotels assess whether a particular account is a genuine fit.

Buyer v Supplier Priorities

Buyer Priorities  Supplier Priorities 
  • Brief key hotel partners on timeline, rate structure, and amenity expectations
  • Communicate LRA/NLRA preferences and dynamic rate willingness
  • Define volunteer bid format, volume cap, and deadline
  • Use TMC leakage data to identify program gaps
  • Submit targeted volunteer bids in markets where you have a genuine fit
  • GAMs should screen business cases for accuracy before submission
  • Provide context on account volume, travel patterns, and program priorities
  • Early buyer communication = better, more customized offers

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