A TH!NK GUIDE
A guide to modern travel sourcing beyond the traditional RFP
Here’s the truth: traditional corporate travel RFPs are one-size-fits-none. Corporate travel procurement is no longer fit-for-purpose.
FCM knows there’s a better way. RFPartnerships.
A smarter, more strategic way to source a travel partner.
Key Takeaways
- Uncover why the traditional travel RFP isn’t fit-for-purpose and doesn’t drive long-term value or optimisations.
- Understand why RFPartnerships is a corporate travel sourcing alternative.
- Learn about the measurable impact of strategic travel partnerships.
Why the traditional travel RFP process no longer works
A recent Business Travel News (BTN) study surveying 152 corporate travel and procurement managers showed that 43% had undergone an RFP process in the last three years. Yet many still end up with short-term fixes over long-term solutions. If the process isn’t delivering, why keep running in circles?
The reality? The standard RFP process was built for an era of transactions, not transformation. But modern travel programmes demand more.
If you’re looking to send out an RFP for a corporate travel management company (TMC) that aligns with your vision, not just your budget, it’s time to rethink the process. That’s where RFPartnership comes in.
RFPartnership: The travel sourcing alternative
Traditional RFPs compare suppliers. An RFPartnership finds you the right partner.
During our research for this piece, it was this word “partner” that repeated again and again. Yet, the overwhelming view was that the traditional RFP process seemed lacking in the ability to truly identify a partner, not just a supplier. With all this in mind, are we asking the right questions? Is the traditional RFP still fit for purpose?
Lindsay Straub, Global Head of Sales
The measurable impact of strategic travel partnerships
According to Boston Consulting Group, successful procurement partnerships can drive 3-10% (or more) on in-scope spend through:
- Increased purchasing power
- Economies of scale
- Supply chain synergies
- Shared best practices
- Standardised components
Now, imagine unlocking those efficiencies while also gaining a partner who proactively drives innovation, adaptability, and smarter travel choices.
That’s the difference between a contract and a collaboration.
Corporate travel RFP vs strategic partnership models
At FCM, we know no travel programme is one-size-fits all. And not all sourcing methods are created equal.
Here’s how they stack up:
| RFProposal | RFPartnership | |
|---|---|---|
| Purpose | What I need: - Minimal focus on goals - Transactional in nature | What I hope to achieve: - Focus on wider company goals - Strategic in nature |
| Pre-work | Minimal: - Creation of questionnaire - Research into supplier | Extensive: - Goals, aims, values created - Programme strategy developed - RFP avoidance undertaken |
| Process | Q&A: - Excel spreadsheet sent out - Intensive review period - Little room for creativity - One-way communication | Collaborative solutions: - Face-to-face meetings - Focused questionnaire - Solution-focused - Two-way relationship |
| Information | General: - Broad responses - Information-led | Specific: - Answers tailored to pain points - Solution-led |
| Application | Procuring goods: - Transactional items - Cost as the main focus | Sourcing strategic partners: - Strategic requirement - Complex sourcing needs |
Traditional RFPs = A race to the lowest price
RFPartnership = A personalised investment into your company’s future
Why strategic travel partnerships outperform the traditional travel RFP
No-one wants their procurement process to fail. But how do you manage to avoid these common pitfalls when the existing frameworks are no longer delivering for you?
What’s inside the travel RFP guide?
- The hidden flaws of traditional RFPs—and how to fix them
- RFPartnership explained: A smarter way to source your TMC
- Key steps to set the foundation for a long-term RFPartnership
- Exclusive insights from global travel leaders redefining procurement
“Collaboration and empowerment are at the heart of FCM, and we’re bringing that same philosophy to the RFP process. A truly collaborative approach is what elevates your programme—regardless of size or spend. So here, we put forward our case to reimagine what’s possible and move from ‘Request for Proposal’ to ‘Request for Partnership.’"
— Lindsay Straub, Global Head of Sales
Corporate travel RFP frequently asked questions
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What is an RFP in corporate travel?
Corporate travel management RFPs (request for proposals) are the process that procurement and travel managers use to source a travel management company. It involves identifying travel needs, issuing documents to vendors, evaluating partners and selecting a partner. Unlike procuring other items, corporate travel sourcing is a category that requires a closer collaboration than you would undertake for sourcing equipment.
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When should a company issue a travel RFP?
The decision for a company to go to RFP depends on the type of organisation and its procurement strategy. Companies typically issue an RFP for travel services every three to five years. Some are aligned to contract renewals, while others may go to a full RFP to address major challenges such as service levels and technology.
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Does a strategic partnership replace competitive benchmarking?
No, a strategic partnership does not replace competitive benchmarking. A strategic partnership approach to a corporate travel RFP means that you are thinking beyond the travel transaction and can see a long-term vision with that travel management partner. Competitive benchmarking can remain part of your strategy when you are procuring your air travel programme, hotel programme, and other parts of the managed travel programme.
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Are traditional travel RFPs effective for complex, global programmes?
No, at FCM, we believe that traditional travel RFPs aren’t effective for complex, global travel programmes. That is why in our guide, we discuss the RFPartnership model - how procurement and travel managers can be more strategic with their TMC sourcing process.
