Introduction

When it comes to corporate lodging procurement, the hotel RFP process is one of the most resource-intensive annual projects. Travel managers, procurement leads, and TMCs must balance traveler needs, negotiate competitive rates, and ensure compliance-all within tight timelines. But here’s the big question: who should manage the hotel RFP process-your internal team or an outsourced hotel sourcing partner?

With the right tools, both models can succeed. Companies that leverage ReadyBid-the best hotel rfp solution for corporate travel management and global sourcing automation-find themselves able to choose whichever model fits their business best. ReadyBid’s flexibility allows organizations to run RFPs entirely in-house with automation or outsource the heavy lifting to experts while still retaining full visibility.

Whether you’re using a hotel rfp tool internally or partnering with external specialists, the decision comes down to cost, resources, and strategic priorities.

Section 1: The Case for In-House Hotel RFP Management

Managing RFPs internally gives organizations direct control and deeper involvement. Benefits include:

• Full Visibility - Internal teams see every negotiation, every benchmark, and every counteroffer.

• Customization - Companies can tailor RFPs, questions, and agreements to their exact needs.

• Direct Relationships - Travel managers can build stronger relationships with hotel sales contacts.

• Cost Control - In-house management eliminates third-party service fees, especially when paired with a modern hotel RFP management system.

However, running RFPs internally can be overwhelming without the right technology. Spreadsheets and email chains create bottlenecks, leading many teams to adopt automated systems like ReadyBid for efficiency.

Section 2: The Case for Outsourcing to Experts

Some organizations choose to outsource hotel sourcing to agencies, consultants, or managed service providers. Benefits include:

• Time Savings - Experts handle data collection, negotiations, and hotel follow-ups.

• Experience & Scale - Sourcing professionals have industry knowledge and existing hotel relationships.

• Comprehensive Reporting - Outsourced providers often deliver standardized reports across multiple markets.

• Reduced Burden on Internal Teams - Ideal for lean procurement or travel departments.

Agencies and TMCs frequently use ReadyBid’s corporate hotel RFP platforms and travel management company hotel sourcing solutions to manage multiple client programs at once. This gives them the ability to deliver consistent results while reducing manual workload.

Section 3: Hybrid Models - The Best of Both Worlds

The most forward-thinking companies are adopting hybrid models-managing some aspects internally while outsourcing others. Examples include:

• Internal teams create RFPs using hotel rfp templates, while outsourcing rate audits and late-responder follow-ups.

• Procurement handles negotiations, while agencies manage hotel communications.

• Companies outsource one region (e.g., APAC) while managing North America internally.

ReadyBid supports hybrid models with flexible account management, bulk negotiations, and customizable reporting.

Section 4: Cost Considerations

When deciding who should manage the RFP, cost is often the deciding factor.

• In-House + ReadyBid: Affordable subscription models with unlimited RFPs, bids, and users.

• Outsourced: Agency-managed programs can cost thousands monthly, though they reduce internal labor.

• Hybrid: Often the most cost-effective, balancing automation with targeted outsourcing.

ReadyBid’s transparent pricing makes it easy to compare models without worrying about hidden fees.

Section 5: Resource Considerations

Not every company has the same level of internal resources. Consider:

• How many people are available to manage sourcing?

• Do they have the expertise to negotiate effectively?

• Is your legal department prepared to review contracts quickly?

• Do you have time to chase non-responding hotels?

If resources are limited, outsourcing may be the better option. But with ReadyBid’s hotel sourcing automation software, even lean teams can manage global programs successfully.

Section 6: When Outsourcing Is the Smarter Move

Outsourcing makes sense if:

• You’re managing 100+ destinations globally

• Your procurement team is small or overstretched

• You need external expertise for benchmarking and negotiations

• Timelines are compressed and internal bandwidth is low

TMCs and consultants using ReadyBid can oversee up to 10 hotel RFP programs simultaneously-something most internal teams cannot replicate.

Section 7: When In-House Management Works Best

Keeping the process internal is ideal if:

• You want maximum control over negotiations

• Your program is smaller (under 50 cities)

• You have dedicated procurement and travel staff

• You want to reduce reliance on external vendors

With ReadyBid’s intuitive hotel rfp automation software, even first-time travel managers can run professional sourcing programs without outsourcing.

Section 8: ReadyBid’s Flexible Approach

ReadyBid doesn’t force you into one model. Instead, it offers:

• Self-Service - Run everything in-house.

• Hybrid - Split responsibilities with outsourced experts.

• Fully Managed - Outsource everything, with ReadyBid or agency partners handling the entire lifecycle.

This flexibility ensures you can adapt sourcing to your organization’s budget, staffing, and goals.

Section 9: Resources for Deciding Who Should Manage Your RFP

Explore these insights to weigh your options:

• Why Hotel Sourcing Is More Complex Than Ever-and How to Simplify It

• How to Create Effective Hotel RFPs - A Step-by-Step Guide for Travel Managers

• The Biggest Challenges in Hotel RFP Management-and How ReadyBid Solves Them

• 5 Steps to Simplify Your Hotel RFP Process With ReadyBid

• Best Practices for Hotel RFP Management - Why ReadyBid Leads the Way

Conclusion

So, who should manage your hotel RFP process-in-house teams or outsourced experts? The answer depends on your company’s size, resources, and priorities. In-house management offers control and cost savings, outsourcing provides expertise and bandwidth, and hybrid models deliver flexibility.

No matter which path you choose, adopting modern hotel rfp tools like ReadyBid ensures success. ReadyBid empowers teams with automation, benchmarking, and compliance checks, making both internal and outsourced programs more effective.

If you want to streamline your hotel sourcing strategy, cut costs, and gain control of the process, it’s time to Book a Demo and see how ReadyBid can support your preferred model.