How to Prepare for a Business Travel RFP

RFP season is approaching, and preparation is crucial to ensure your business travel programme gets the support it needs. Whether you are actively seeking a new travel partner or planning to in the future, being prepared will set you up for success.  

We spoke to industry experts and members of the Travel Counsellors community to gather actionable advice for a smoother RFP process. Here are five top tips to help you prepare for an upcoming RFP. 

1. Start with a clear purpose 

Understanding why you are initiating the RFP process is essential. A clear purpose helps define your business goals, objectives, and desired outcomes, ensuring these align with your company’s core values. 

“The clients that stand out to me are those that have clear goals for their travel provider, in particular, those that look beyond cost. Those RFP processes are always the most successful.” Clare Bennett, Travel Counsellor - Gold 

To get started, evaluate your current travel programme’s performance. Analyse travel spend, compliance, traveller satisfaction, and other key areas for improvement. This data will help you set clear goals for the RFP process. 

“You have to do a deep-dive analysis of the current programme that you have in place. You have to look at the supplier that you’re working with and consider whether they actually provide all of the services that are going to be required for your travellers.” – Carol Peter, Travel and Expense Management Consultant, Festive Road

Communicating goals to potential TMCs is also critical to ensure alignment. 

“Sharing goals is the most important part of an RFP, otherwise it just becomes a pricing exercise. We need to understand why they are coming out to RFP. This should be a two-way process and a lot of clients don’t always recognise the value in that.” Louise Jones, Senior Business Development Manager 

2. Build the right team 

Engaging key stakeholders and building a strong RFP team ensures all facets of your business travel programme are addressed. Include representatives from finance, HR, and the traveller community to understand varying priorities and pain points. 

“I’d recommend walking in the shoes of the travellers from their end-to-end journey. Look at all the different challenges that may come up. Getting feedback not just from stakeholders, but the travellers and travel bookers is so important, as they’ll be able to give you an honest insight into what challenges they face day-to-day.” – Carol Peter, Travel and Expense Management Consultant, Festive Road 

“Any RFP needs the booking community involved, but remember - all parties involved may want different things. You need to know how you are going to make the decision and who has the final call.” Louise Jones, Senior Business Development Manager  

You need to ensure that you have a strong, multi-discipline team that understands your long-term business aims and short-term strategic goals.  

“It’s hard to say how many are too many on an RFP team, but regardless of numbers, they must be aligned on shared goals and agree on when a project is to be delivered.” Clare Bennett, Travel Counsellor - Gold

3. Allow adequate time

The RFP process takes time, and cutting corners can lead to issues down the line. Ideally, start planning at least 12 months in advance to account for comprehensive preparation, stakeholder engagement, TMC responses, and an efficient vetting process. 

“We are seeing a lot of late request RFPs at the moment. Although it sounds like a long time, giving yourself 12 months is ideal.” Cat Rainey, Travel Counsellor - MICE, Group Travel and Events 

Providing a timeline ensures all parties involved understand the process and expectations.

“One of the biggest RFP disasters I see is clients not being realistic in timings. I have found that those who set short deadlines will often miss them, which extends the next step and creates a domino effect. Setting a reasonable timeframe and including contingencies for staff absence, other business priorities and plenty of time for suppliers to do the best job they can, is key.” Clare Bennett, Travel Counsellor - Gold 

4. Research your market 

To identify the best travel management company (TMC) for your business, take the time to research the market landscape and available providers. Look for companies that align with your values, culture, and specific business needs. 

“It’s always great when a client knows what they want in a new provider and explains where they think we can help them. They don’t dilute the process with 15 TMCs – they do their research for suitable companies and then move forward with an RFP.” Joe Higson, Business Development Manager 

Conducting industry benchmarks will also help you assess your travel programme relative to competitor practices, providing valuable insights to shape your RFP process.

5. Define clear requirements 

Clarity and communication are the cornerstones of a successful RFP. Clearly defining your expectations and requirements ensures TMCs can provide relevant and accurate responses, allowing for effective evaluation.

“Where the process works best is when there is great communication. The client communicates well with you, provides detail about their problems, explains their goals, and knows what they want in a new provider.” Joe Higson, Business Development Manager 

Detailing your business challenges, specific needs, and success criteria will lead to strong partnerships and better results

Navigating RFPs with confidence 

RFPs can be complex, but thorough planning and preparation will undoubtedly result in a smoother and more successful process. Following these expert tips will position your business for positive outcomes. 

To recap, here are the key takeaways for RFP success: 

• Define your purpose and goals 
• Build a multidisciplinary and aligned team 
• Allow adequate time for planning 
• Research your market and conduct benchmarks 
• Ensure communication and clarity throughout the RFP process  

Start your RFP preparation today and set your business travel programme on the path to success. Want to find out more about our high-touch, high-tech business travel solutions? Get in touch today.