Alexandria, VA – As the business travel landscape continues to evolve, corporate travel managers are rethinking how they source hotels and meeting venues via their request for proposal (RFP) processes – shifting from ad hoc negotiations to more strategic, value-driven approaches for their companies and travelers. Many corporate travel managers still want to reduce costs, but they also want to increase satisfaction, manage risks, and reduce carbon emission.
Global Business Travel Association’s latest research confirms this.GBTAThe world’s largest association for business travelers, in partnership with Meetings, Events and Hospitality technology provider. CventThe survey was conducted by corporate travel managers, hoteliers, and other professionals in the U.S.A., Canada, Europe. The report that resulted, The current landscape and future of hotel and meeting sourcing The research shows that structured RFPs are still the preferred method of sourcing for hotel and meeting programs.
RFPs boost stability for corporates while smaller businesses keep deals informal
Two-thirds of travel managers who negotiate directly with hotels use formal RFPs. Nearly half (47%) only do so, and 16% also negotiate informally. Some (36% of travel managers) negotiate directly with hotels without using a formal RFP. The survey found that:
- Smaller programs (with fewer than 5,000 employees) are more likely to engage in informal negotiations. Seventy-nine percent (69%) of the smaller companies negotiate directly with hotels without an RFP, while only one fifth of the larger firms do so.
- In Europe, informal negotiations are less common. More than half (55%) of buyers say that their company only negotiates with hotels via RFPs.
- Travel buyers are aware of the drawbacks to negotiating with hotels without an RFP. These include manual processes/less standardization (53%) as well as hotels not understanding contract terms (47%) and fewer properties that can be compared (37%).
Our research shows that strategic procurement is vital for travel managers in order to create resilient, future-ready programs. The role of RFPs has advanced beyond just securing better rates—they’re now helping ensure organizations can maximize employee satisfaction, better manage risk, and meet carbon emissions goals in an increasingly complex global landscape. Suzanne Neufang is the CEO of GBTA
Formal RFPs are still a staple of travel programs, as they reflect the broader goals of companies, such as profitability, employee satisfaction and sustainability. The findings of this year’s report highlight the value of formal strategic sourcing to achieve consistency, visibility and cost savings in both hotel and meetings spend. Cvent’s mission is to empower travel buyers with the tools needed to streamline their RFP process for both meetings and travel RFPs. This will help them unlock data-driven insights and create smarter travel programs. Julie Haddix Senior Director of marketing at Cvent
Fixed Rates are a cornerstone for managed hotel programs
Although the hotel industry has seen a recent increase in interest for dynamic rates, which offer discounts based on percentages, fixed rates still remain an important part of most managed hotel programs. Four in five buyers (79%) say they ‘always’ or ‘often’ negotiate fixed rates with hotels, with half (47%) saying the same about dynamic discounts at the individual property level. The study also revealed:
- The value of the relationship is increased when hotels offer amenities. 50% of hotel professionals said that their company offers corporate customers free breakfast and waived or free cancellation fees.
- A large majority of travel programs (84%) at least sometimes ‘benchmark’ their negotiated discounts against public rates to ensure the discounts remain competitive.
Work to be Done on Developing Managed Meetings Programme
In addition, the research found that different processes are used to secure meeting space. Three in five buyers (61%) said that their company conducted RFPs. Other findings include:
- Only one third of buyers (32%) said their company had a well-developed program for managing meetings.
- Corporate travel buyers are concerned about the risks and costs of planning meetings that do not fall under a managed programme. They also have less information to use for future negotiations (74%), as well as concerns over safety or risk management (63%).
- One-third (34%) of companies do not have a defined sourcing process for securing meeting/venue space at all – despite potential savings.
- A defined sourcing procedure for meetings can save buyers an average of 22%. This is achieved by comparing options, negotiating, and improving communications.
- Informal negotiations have a number of drawbacks, including manual processes/less standardization (69%) and fewer venues being compared/considered.
Methodology
In March 2025, an online survey was conducted with 278 corporate travel managers, hotel professionals, and other hospitality industry professionals from the U.S.A., Canada and Europe.
GBTA Members can download the full report And accompanying infographic You can find GBTA Members in the Member Hub.
Cvent
Cvent, a global leader in meeting, event, and hospitality technologies, will have more than 5,000 employees and 24,000+ clients by December 31, 2024. The company was founded in 1999 and provides a comprehensive platform for event management and marketing. It also offers a global market place where event professionals can collaborate with venues and create memorable experiences.
Cvent’s headquarters are located in Tysons Virginia, near Washington D.C. It has offices all over the world, to support its global client base. Cvent is a comprehensive event management and marketing platform that offers software solutions to marketers and event organizers for online registration, venue selection and event management. It also provides virtual and on-site solutions as well as attendee engagement.
Cvent’s suite of products automates and simplifies the event management process and maximizes the impact of hybrid, in-person and virtual events. Cvent’s sourcing platforms help hotels and venues win more corporate and group travel business by using its supplier and venue solutions. Cvent’s solutions optimize the value chain of event management and have helped clients manage millions meetings and events around the globe. Visit the website for more information. cvent.com.
About GBTA
The Global Business Travel AssociationGBTAThe world’s premier business travel trade association, headquartered in Washington, D.C., serves stakeholders from six continents. GBTA, with its 8,000+ member companies, represents and advocates for the $1.48 trillion travel and meetings business industry. GBTA Foundation and GBTA deliver world-class media, education, events, advocacy, and research to a global network of over 28,000 travel professionals. Visit the website for more information. gbta.org.
The GBTA Foundation
The GBTA Foundation’s mission, as the US 501c3 charitable branch of the Global Business Travel Association is to help create a better future for the people of the world and the planet by helping the global travel industry make a positive contribution. The GBTA Foundation focuses primarily on the strategy and implementation of GBTA’s sustainability programs. This includes initiatives relating to climate action, diversity, equality and inclusion and other talent related topics through education, research, and advocacy. Visit the website for more information. gbtafoundation.org.
Debbie Iannaci
GBTA Global Communications, PR & Research
+1 305 301 7057
GBTA
