Hospitality templates, ready to make your own
Start from a real QuoteCloud template, add your room types, rates, terms and photos, and save it as your group, conference or rate template.
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QuoteCloud's template library includes a Hotel Event Proposal, a Function Room Hire Quote, a Precision Corporate Sales Quote, travel, catering and rental templates. There's no hotel group contract or rate agreement template, so hotels start from the closest one and add their room types, rates, terms and photos, or have one template converted free during the trial.
Four sample documents from a fictional hotel group's template set, behind index tabs that take turns at the front: a group proposal cover for a national sales conference, conference delegate packages (half-day, full-day and residential), a corporate rate table by property, room and season, and a ten-week serviced apartment stay at a weekly rate.
Eight real QuoteCloud templates to start from
Templates from the QuoteCloud library that come closest to what hotels, resorts, tour operators and their suppliers send. Open one, then make it your own.
- Proposal template Hotel Event Proposal Template Your hotel, packages, pricing and a run sheet, with e-sign approval: a start for conference and group proposals. View template
- Quote template Function Room Hire Quote Template Room details, hire times, inclusions, itemised pricing and add-ons, for hotels and conference spaces. View template
- Quote template Precision Corporate Sales Quote Services, pricing and terms in a clean corporate layout: a start for corporate rate offers. View template
- Proposal template Travel Agency Itineraries, pricing, accommodation and inclusions, for tour operators and travel planners. View template
- Quote template Travel Itinerary Template (Style 1) Travel dates, a breakdown of costs and booking and payment terms in one quote. View template
- Agreement template House Rental Lease Contract A rental agreement written for holiday rental property: a start for stay agreements. View template
- Proposal template Catering Proposal Your menus and catering capabilities, for in-house F&B and catering teams. View template
- Estimate template Simple Business Estimate Scope, pricing with tax, assumptions, terms and acceptance: a start for supplier quotes to hotels. View template
From a starting template to your group template
How Lantern Quay turned the Hotel Event Proposal into the group template its sales team now sends, block by block. Sample documents from a fictional hotel.
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From the template
Start from the Hotel Event Proposal
Its cover, sections and e-sign acceptance come with it. Swap in your logo, colours and the property's photo, and set the data items your team fills for each group: organiser, company, dates.
Lantern Quay HotelsGroup accommodation & conference proposal LQ-G-2741 Sample · fictional businessGroup accommodation & conference proposal
National sales conference · 14 to 17 March 2027
Thank you for considering Lantern Quay Harbourside for your national sales conference. Below are 84 rooms a night for three nights at your group rates, the Wattle Room with a day delegate package for 120, and our group terms. Tick breakfast if you'd like it, then sign and pay the deposit to confirm the block.
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Your rooms and meeting spaces
An image gallery of room types and the meeting room, saved in the content library so every proposal for this property uses the same photos.
Image and gallery blocks: Starter and up
Your rooms and the Wattle Room
Deluxe King, city side Wattle Room, theatre style Breakfast in Harbour Kitchen
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Your team edits
Room types, night by night
The price table set up with one section per night and its subtotal. Your team enters the rooms of each type and that night's group rate for each enquiry.
Price tables: Essentials and up
Group booking & room block proposalsYour room block, night by night Group rates per room per night, ex tax
Night Deluxe King Deluxe Twin Harbour Suite Per night Sun 14 MarSunday rate 60× $229 20× $229 4× $389 $19,876 Mon 15 MarMon–Thu rate 60× $269 20× $269 4× $429 $23,236 Tue 16 MarMon–Thu rate 60× $269 20× $269 4× $429 $23,236 Room nights 180 60 12 $66,348252 room nights Rooms held for your group in the hotel's reservations system until the cut-off date. Availability is confirmed by our reservations team, not by this proposal.
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Locked block
Group terms, written once
Cut-off, attrition, deposit and cancellation as a block in the template, with the dates as data items. Lock it so the wording can't be changed in a proposal.
Content locking: Business
Deposits, cut-off & attrition termsYour group terms
- Cut-off dateSun 14 Feb 202728 days before arrival. Your rooming list is due; rooms not named are released to general sale.
- Attrition allowance10% · 25 room nightsReduce the block by up to 25 of 252 room nights before the cut-off without charge.
- Deposit on signing20% · $23,197.68Paid by card when you sign. The balance is invoiced by the hotel 14 days before arrival.
- Proposal valid untilThu 5 Nov 2026After this date the rooms are no longer held at these rates.
- After the cut-off date, room nights below 90% of the contracted block are charged at the group rate.
- Cancellation of the whole booking: the deposit is retained more than 60 days before arrival; 50% of the total within 60 days; 100% within 14 days.
- Extra rooms requested after the cut-off are subject to availability at the hotel's prevailing rate.
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Organiser signs
Accept, sign and pay
The signature block and the payment setting: 20% of the total as a deposit through Stripe when the organiser signs.
Payments: Essentials and up
Accept, sign and pay the deposit
Ellen Varga · Head of commercial operations, Talmont Biosciences
Signed online · Thu 22 Oct, 3:18 pm
Deposit to confirm the block (20%)
$23,197.68
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
No rate agreement template in the library? Send us yours
The library has no hotel group contract or corporate rate agreement template. Start from the closest one, such as the Precision Corporate Sales Quote for rate agreements or the Hotel Event Proposal for groups, and add your own rate table and terms.
Or send us the agreement you already use. During the trial, QuoteCloud converts one of your templates for free on the Essentials, Business and Enterprise plans; more conversions are available as a professional service.
- One template conversion free during the trial
- Your layout, rate table and terms, rebuilt as blocks
- A 45-minute training session on paid plans
Free conversion: Essentials, Business and Enterprise trials
Onboarding services
Corporate rate agreement 2027
Fernhill Engineering · corporate rates 2027
Your negotiated 2027 rates at three Lantern Quay properties, for every Fernhill traveller who books through your travel team or directly with our reservations team quoting your company code.
Your 2027 rates Per room per night, inc tax, room only. Company code FERN27.
| Room | LowJun to Aug | ShoulderMar to May, Sep to Nov | PeakDec to Feb |
|---|---|---|---|
| Lantern Quay Harbourside | |||
| Deluxe King | $229 | $259 | $299 |
| Harbour Suite | $389 | $419 | $469 |
| Lantern Quay Residences Riverbank | |||
| One-bedroom apartmentStays of 7 nights or more: $1,295 a week | $199 | $219 | $249 |
| Lantern Quay Coral Cove Resort | |||
| Garden Room | $239 | $279 | $339 |
- Wi-Fi and gym
- Breakfast $24 per person
- Late check-out to 1 pm when available
- Parking at the property's daily rate
Not available Fri 8 to Sun 10 Oct 2027 at Harbourside (city marathon weekend). Rates are subject to availability at the time of booking.
Start from a template, or have yours converted
Free for 14 days, no credit card required. Send us your current group contract or rate agreement during the trial and we'll convert one for you.
Which template to start from, sale by sale
A suggested starting point for each kind of hotel document. Each becomes your own template once you've added your rooms, rates and terms.
Group and conference proposals
Start from the Hotel Event Proposal, then add the room block by night and your group terms.
Conference & MICE proposalsMeeting room hire
Start from the Function Room Hire Quote: room details, hire times, inclusions and add-ons.
Corporate rate agreements
Start from the Precision Corporate Sales Quote and add your rate table, inclusions and an expiry date.
Corporate rate agreementsTour operators
Start from the Travel Agency proposal or the Travel Itinerary quote for packaged stays and departures.
Tour operator quotesLong stays
Start from the House Rental Lease Contract for stay terms, then add the weekly rate as a price table.
Long-stay quotesIn-house F&B and suppliers
The Catering Proposal for your F&B team; the Simple Business Estimate for suppliers quoting hotels.
Supplier quotes to hotels
Template questions from hotel teams
Is there a hotel group booking contract template?
Not as a ready-made template. The QuoteCloud library has a Hotel Event Proposal and a Function Room Hire Quote, which come closest. Start from one and add a price table with one section per night, your group terms and the deposit setting, then save it as your group template. Or send us your contract and we'll convert it during the trial.
Is there a corporate rate agreement template?
No. Start from a corporate layout such as the Precision Corporate Sales Quote and add your rate table by property, room and season, inclusions, terms and an expiry date. Alternatively, send us the rate agreement you use today: one template conversion is free during the trial on the Essentials, Business and Enterprise plans.
What does the free template conversion include?
During the trial, QuoteCloud converts one of your existing documents into a QuoteCloud template, free on the Essentials, Business and Enterprise plans. Send the group contract or rate agreement your team uses most. More conversions are available as a paid professional service, and paid plans include a 45-minute training session.
Can each property have its own version of a template?
Yes. Save a template per property, or use one template and keep each property's photos, descriptions and inclusions as blocks in the content library (Essentials and up). Terms can be locked on the Business plan so reps can't change them.
Can we use a template for weddings and functions too?
Yes, and they have their own pages. The events & functions pages cover wedding, gala dinner and celebration proposals with packages, minimum spends and deposits. The Function Room Hire Quote and Catering Proposal templates are good starting points for both.
More for hotels and hospitality
Every page of the QuoteCloud hospitality microsite.
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Group booking & room block proposalsRoom types by night at your group rates, per-night totals, cut-off and attrition terms, and a deposit paid when the organiser signs.Explore
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QuoteCloud implementation for hotelsRoom types and packages loaded, group and rate templates converted, Stripe set up per property and the sales team trained.Explore
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Corporate & government rate agreementsAnnual negotiated rates by property, room type and season, with inclusions, terms and an expiry date the account signs.Explore
- Conference & MICE proposalsMeeting rooms, day delegate and residential packages, breakouts and AV, with the accommodation block in the same proposal.
- Resort group & incentive staysIncentive trips, retreats and team stays at a resort: villa mix, activities the organiser ticks and a deposit to confirm.
- Tour operator & series group quotesSeries rooms for coach and tour departures, and accommodation packaged by tour operators into their own quotes.
- Supplier quotes to hotelsFor linen, amenities and F&B equipment suppliers: quotes to hotel procurement with monthly hire, options and a signature.
- Rate re-negotiation & bulk sendNext year's rates as a new version of each agreement, bulk sent to your corporate accounts and tracked to signature.
- Long-stay & serviced apartment quotesWeekly rates for project and relocation stays, shown in the agreement, with the first week paid on signing.
- Deposits, cut-off & attrition termsA deposit on signing, and your cut-off dates, attrition allowance and cancellation scale written into every group contract.
- Discount approvals for group ratesGroup and corporate discounts above your threshold go to the revenue manager before the proposal can be sent.
- PMS, CRM & accounting integrationsSigned proposals to your PMS, sales CRM or accounts through Zapier, Make or the API, and Xero or QuickBooks on Business.
- FAQAnswers to the questions hotel sales teams, serviced apartments, resorts, tour operators and suppliers ask most.
Your group template, ready for the next enquiry
Free for 14 days. No credit card required.