Short answer: combine an immediate, templated “first touch” + a centralized answer library + RFP automation software + a clear triage/playbook and SLA. That combo gets you high-speed, accurate replies that win more business.

Actionable 10-step playbook (fastest path to start today)

1. Capture incoming RFPs centrally (CSN/email/CRM). Route every RFP into one inbox/board so nothing is missed. Use Cvent Supplier Network if planners send through it—planners and venues use CSN widely. (release.cvent.com, community.cvent.com)
2. Immediate “first touch” (within 30–60 minutes). Send a short, human confirmation that you’ve received the RFP, confirm availability and next steps. First responder advantage matters—responding fast keeps you in contention. (eventtemple.com, socialtables.com)
3. Rapid triage (Go / No‑Go in 30–60 minutes). Use a 3-question qualification: dates/space fits? budget in range? decision timeline? If No-Go, decline quickly and free your team to focus on winnable bids. If Go, start the automated draft.
4. Auto-draft the first full pass (target: 1–2 hours). Pull standardized answers from a maintained content library and use RFP response software to auto-fill common questions and generate a draft you can personalize. This saves dramatic time versus writing from scratch. (loopio.com)
5. Personalize the core selling points (30–60 minutes). Swap template language for planner-specific details: event goals, custom solutions, USP, case study that matches their event type.
6. Pricing & availability check (parallel work). Integrate sales/catering system or CRM where possible so rates and room counts auto-populate instead of manual lookups. (socialtables.com, loopio.com)
7. Internal review & approvals (within same day). Use the RFP tool’s workflow to assign SMEs, collect sign-offs, and lock the version—keep reviews short and checklist-driven.
8. Deliver a clean proposal (24 hours for most corporate RFPs; faster when possible). Provide the polished PDF/proposal with clear next steps: hold dates, cut-off, and contact for questions.
9. Follow-up cadence. If you submit first, follow with a brief check-in within 24–48 hours and again before the planner’s decision date. Timely follow-up often secures conversations. (eventtemple.com)
10. Capture post-RFP data and update the library. Save winning language, rejected answers, pricing changes, and lessons so future responses go faster. Use reporting to track response time, win rate and conversion by responder.

What to build first (minimum viable system)

• One shared RFP inbox/board (email + CRM + Cvent CSN feed). (community.cvent.com)
• A content/answer library with tags for room blocks, AV, F&B menus, ADA, sustainability, and contracts.
• 6–10 ready templates (corporate meeting, small conference, wedding, association, incentive, hybrid) with dynamic fields.
• An automation tool to auto-suggest / auto-fill answers and manage workflows (examples below). (loopio.com, globenewswire.com)

Example “first-touch” email you can send in <2 minutes Subject: Re: [Event Name] — RFP received (Dates XX–XX) Hi [Planner name] — thanks for the RFP. We’ve received your request and confirmed tentative availability for [dates]. I’ll send a tailored proposal within [timeframe — e.g., 24 hours]. Meanwhile, is your expected guest room pick-up and F&B budget still [X]/is hybrid A/V required? — [Your name, direct phone]

One-paragraph fastest response structure for proposals

1. Quick summary that mirrors the planner’s objective; 2) What you’re offering (rooms, key meeting space, top 3 benefits/solutions); 3) High-level price or range and hold instructions; 4) Social proof / short case example; 5) Clear CTA and next-step deadline.

Recommended tools (typical hotel tech stack to speed RFPs)

• Channel/venue sourcing: Cvent Supplier Network (widely used by planners). (release.cvent.com, community.cvent.com)
• RFP/response automation & content library: Loopio, RFPIO, or other response-management platforms—these auto-suggest answers, manage review workflows and save huge time on repeat questions. (loopio.com, globenewswire.com)
• CRM + sales/catering integration: Salesforce or your existing PMS integrated so dynamic fields can auto-fill proposals. (socialtables.com, loopio.com) (If you want low-cost/fast options, start with a shared Google Drive + a simple spreadsheet library and an email template, then add automation when volume justifies it.)

Quick metrics to track (so you know it’s working)

• Time to first touch (goal: <1 hour) — immediate performance metric. (eventtemple.com)
• Time to first draft (goal: <2 hours for qualified RFPs).
• Proposal complete turnaround (goal: 24–48 hours for priority leads).
• Win rate by response time (track if faster responders win more).
• Library hit rate (percentage of answers reused vs. written new).

Common speed-killers (and fixes)

• Searching for answers across teammates → fix: single searchable library + tagging. (loopio.com)
• Waiting on SMEs for trivial confirmations → fix: business rules and cached approvals for standard items (e.g., standard F&B per person).
• Manual pricing updates → fix: integrate PMS or maintain a “current pricing” table that’s updated weekly.

If you want, I can:

• Draft 6 templates (first-touch + 5 proposal templates) you can copy into your team library.
• Create a one-page triage checklist and SLA you can print for the sales team.

Sources for the recommendations above: industry guides on faster hotel RFP responses and supplier tools (Cvent Supplier Network; hotel RFP process guides; RFP automation platforms Loopio and RFPIO). (release.cvent.com, community.cvent.com, socialtables.com, eventtemple.com, loopio.com, globenewswire.com)

Would you like the 6 ready-to-use templates (first-touch + 5 proposal outlines) sent now so you can paste them into your library?