In the U.S. hospitality market, group bookings and event contracts are highly sought after. The way you respond to a Request for Proposal (RFP) can make or break a deal. Yet, many hotel sales teams still use old, text-heavy formats that don’t grab the attention of decision-makers. This leads to missed opportunities and slow growth.

That’s where dynamic video proposals come in. These videos bring your RFP responses to life. Instead of just text, they combine visuals and personalization. Platforms like HippoVideo let hotels create videos that feel more personal and engaging. These proposals tell a story and connect with clients on an emotional level, which can help increase conversion rates.

In this article, we’ll take a look at the problems with traditional RFP responses. Then, we’ll explore how video proposals can change the game. Finally, we’ll give you some tips on how to use video proposals to improve your sales process.

Why Static RFP Responses Fall Short in Today’s Hospitality Landscape

When it comes to securing group bookings and event contracts, standing out from the competition is everything. Unfortunately, static, text-based RFP responses don’t do a good job of helping hotels stand out. There are several reasons why these traditional methods fall short.

1. Lack of Visual Engagement

First, static PDFs or documents fail to capture attention. According to Lifewire, people remember 95% of a video’s message, while only 10% of what they read in text. This is because videos are much more engaging and give a multi-sensory experience—combining visuals, sound, and motion—that static documents just can’t provide. Simply put, videos grab attention in a way that text cannot.

2. Limited Personalization

Another reason static RFPs fail is that they aren’t personal. Most responses are generic and “one-size-fits-all.” But clients today want something more. They want a proposal that speaks to their unique needs. Personalizing your response shows that you’re paying attention to their specific requirements, which builds a connection and helps you stand out.

3. Difficulty Showcasing Property Features

Next, it’s hard to show off your hotel’s best features with just words and still images. Descriptions of event spaces and amenities can’t fully capture the ambiance or luxury of your property. But with video, you can give a virtual walk-through of your hotel. This helps potential clients visualize themselves using your space, which is far more powerful than just reading about it.

4. Low Memorability

Finally, static RFPs tend to fade into the background. In a sea of similar proposals, it’s easy for your response to be forgotten. But a HubSpot study found that 72% of customers prefer learning through video. This shows that video not only grabs attention but also helps make your message stick. When your proposal is in video form, it’s much more likely to be remembered by your clients.

The Game-Changing Benefits of Dynamic Video Proposals

Dynamic video proposals are a powerful tool that can change how hotels approach RFPs. They help hotels stand out in a crowded market and give them a competitive edge. By combining creativity, storytelling, and data, video proposals deliver a strong message. Here’s how they do it:

1. Visual Storytelling

Video proposals give hotels a chance to tell stories that connect with clients on an emotional level. This helps clients make quicker decisions. Videos allow hotels to:

Show event spaces: Videos capture the feel of a room, like the lighting and space, making it easier for clients to imagine their event.
Highlight amenities: Hotels can showcase things like gourmet dining or high-tech equipment, which can make the hotel seem even more appealing.
Include testimonials: Adding clips from past clients or events builds trust. It shows how your hotel went above and beyond for other clients.
Offer virtual tours: A walk-through video helps clients picture their event at your hotel, which speeds up their decision-making.

2. Personalized Connections

Personalization is key in the hospitality industry, and video proposals make it easy to create content that fits each client’s needs. Unlike traditional PDFs, video proposals can:

Offer custom greetings: Saying a client’s name and talking about their specific event makes the proposal feel more personal.
Highlight specific content: Tailor the video to focus on what matters most to the client, like emphasizing your business amenities for corporate events or focusing on your scenic locations for weddings.
Include cultural touches: If you have international clients, showing that you understand their culture, such as offering menu options, can make a big difference.

3. Data-Driven Insights

Video proposals also provide useful data to improve your sales strategy. Tools like HippoVideo give you important insights, such as:

Watch time: See how long viewers watch your video and which parts they find most interesting.
Attention hotspots: Know which sections of the video grab the viewer’s attention the most.
Replays and shares: If a video gets rewatched or shared often, it shows strong interest. This can tell you when to follow up with the client.

4. Shareable and Memorable Content

Many people are often involved in making the final decision on where to book events. Video proposals are easy to share, which is important because more than one person will likely watch the video.

Their eye-catching visuals and emotional impact make it easy for the hotel to stay in their minds. This increases the chances that decision-makers will advocate for your hotel.

5. Inspiring Immediate Action

The combination of visuals, storytelling, and personalization makes video proposals more action-oriented. By including clickable links and clear calls to action (CTAs), clients can:

Book a tour
Request a call
Confirm their booking dates

How to Create Video Proposals Using HippoVideo

Creating dynamic video proposals is easier than you might think, especially when you use a tool like HippoVideo. HippoVideo allows hotels to make professional, fun, and personalized video proposals without needing advanced skills. Even if you’re not a video expert, HippoVideo’s simple steps can help you create a video proposal that will impress your clients.

Here’s a step-by-step guide on how you can create your own video proposals using HippoVideo:

Step 1: Upload Your PDF

First, you need to upload your PDF, which is the starting point for your video proposal. If you’ve already made a traditional RFP, with all the details like pricing, services, and photos, you can just upload it to HippoVideo. The platform will turn this static document into a more engaging video proposal.

Once your PDF is uploaded, HippoVideo automatically changes it into an editable format. This means you can still keep the text and pictures from your original document, but you can now add extra features like video and animations.

Step 2: Add Visuals

Next, it’s time to add visuals to your video proposal. This is where you can really get creative! Adding photos, videos, and animations is the perfect way to show off your hotel. You can upload high-quality pictures of your rooms, event spaces, pool areas, or any other features you want to highlight.

You can also add animations. These are moving pictures that explain things in a fun and creative way.

Lastly, be sure to upload your custom graphics. Adding your hotel’s logo and using your brand colors will help keep the proposal professional and consistent with your brand.

Step 3: Select Your Avatar and Template

In this step, you get to select an avatar that will speak to your client in the video. The avatar is like a character or spokesperson that represents your hotel. It’s a great way to make the video feel more personal.

HippoVideo offers different avatars that you can choose from. You can select one that fits the tone of your proposal.

You also need to choose a template for the video. This template will give the video its overall look and feel. There are many templates to choose from, so you can pick one that matches your hotel’s style.

Step 4: Organize Your Content

Now that you’ve uploaded your PDF and added visuals, it’s time to organize your content. HippoVideo lets you break the video into sections or chapters, which makes it easier for your clients to follow along.

For example, you can start the video by introducing your hotel. This is where you talk about what makes your hotel unique and why the client should consider booking with you. After that, you can go into details about the services and amenities you offer, like meeting rooms, catering options, or your spa services.

Finally, don’t forget to end with a call to action. This is a simple but important step. A call to action encourages your client to take the next step, whether that’s booking a meeting, scheduling a tour, or getting in touch for more details.

Step 5: Generate

Once you’re happy with how everything looks, it’s time to generate the video. HippoVideo will put everything together, creating a polished final version of your video proposal. Once the video is ready, you can download it, email it, post it on social media, or send it through a link. Plus, HippoVideo lets you track how your client interacts with the video. You can see if they watched the whole thing, what sections they focused on, and how long they spent on each part. This information can help you follow up in a more personal way.

Tips for Maximizing Video Proposal Impact

To ensure your video proposals drive results, follow these best practices:

Focus on High Production Quality
It’s important to invest in good lighting, clear audio, and crisp visuals. A well-lit video helps your hotel’s features stand out, while clear audio ensures that your message is understood.
Keep It Short and Engaging
Aim for a length of 2-5 minutes. This is long enough to share all the important details but short enough to keep the viewer’s attention. If your video is too long, clients might lose interest. However, if it’s too short, you might miss key information.
Leverage Analytics
Use HippoVideo’s analytics to track viewer engagement. These insights will show how much of the video your client watched and where they focused most.
Follow Up
After sharing the proposal, always follow up promptly. This is important because following up gives you the chance to answer any questions and show that you’re committed to their event.

Wrapping Up

The U.S. hospitality industry is changing fast, and traditional RFP responses just aren’t enough anymore. With so many hotels out there, it’s important to find a way to stand out. Dynamic video proposals can help hotels grab attention, engage clients, and win more business.

The good news is, with tools like HippoVideo, making personalized and exciting video proposals has never been easier.

It’s a simple way to create proposals that make your hotel stand out and get noticed. Don’t miss out on this game-changing opportunity!