Every hotel collab starts the same way: someone has to send the first email. Most creators avoid it because pitching feels uncomfortable. The ones who get deals do it anyway, and they do it with a system.
Here is the full process.
Before You Pitch: Get Your House in Order
A hotel's marketing team will look at your profile the moment your email lands. Your content needs to be review-ready before you contact anyone.
Checklist before your first pitch:
- Bio clearly states your niche and location
- Last 12 posts are consistently high-quality and on-brand
- Engagement is genuine (real comments, not just emojis)
- You have a media kit or creator one-pager (even a simple one)
- Your posting history shows reliability
If your profile is not there yet, spend four to six weeks building it before you pitch. One bad first impression closes doors permanently.
Finding the Right Contact
Generic email addresses like info@hotel.com are death sentences for pitches. Find a named person.
How to find the right contact:
- Search the hotel on LinkedIn — look for "Marketing Manager," "PR Manager," or "Director of Sales"
- Check the hotel's Instagram — look for "For press/partnerships: [email]" in the bio
- Search "[Hotel Name] PR contact" — many larger properties list their PR agency
- Call the front desk and ask for the marketing department directly
For boutique independents, the owner often handles marketing themselves. For hotel groups, find the regional or property-level marketing contact.
The Pitch Email Structure
Subject line: Keep it factual and professional.
"Content collaboration — [Your Name] / [Your Dates] in [Destination]"
Body:
Hi [First Name],
I'm [Your Name], a travel creator focused on [specific niche] with [X followers] across Instagram and [other platform]. My audience is [brief demographic — e.g. "25–35 year old independent travellers planning their next Asia trip"].
I'll be in [Destination] from [Dates] and I think [Hotel Name] would be a perfect fit for my audience — [one specific reason why: e.g. "the rooftop pool and design-led interiors are exactly what I've been covering recently"].
I'd love to explore a content collaboration. I have a media kit I can share if helpful. Would you be open to a quick conversation?
Best,
[Your Name]
[Instagram handle] | [link to portfolio or media kit]
That is it. Under 150 words. Personalised. Clear ask at the end.
What To Include In Your Media Kit
When they ask for your media kit (they will), it should contain:
- Your name, photo, and one-line bio
- Key stats: follower count, monthly reach, engagement rate
- Audience demographics: age range, gender split, top locations
- Content examples: 3–5 of your best posts or videos
- Past collaborations (if any)
- Proposed deliverables for this partnership
- Contact information
One to two pages maximum. Canva works perfectly for this.
Negotiating the Deal
Most initial responses from hotels are cautious. They will ask questions, request more information, or come back with a counter-offer. Stay professional and patient.
If they offer a gifted stay only:
Accept for your first few collabs while you build your portfolio. Define exactly what you will deliver in writing — number of posts, story sequences, when they go live, whether you provide raw files.
If you want to move toward paid:
Once you have a strong media kit with past collaboration results, introduce a rate. A reasonable starting point for a micro-creator: $200–$500 for a gifted stay + content package. Larger audiences command more.
Always confirm deliverables in writing. Even a short email thread that says "to confirm, I will deliver X by [date]" protects both parties.
The Follow-Up System
- Day 7: First follow-up if no response. One sentence. "Hi [Name], just following up on my previous note — happy to share more details if helpful."
- Day 14: Second follow-up. "Hi [Name], I head to [Destination] on [Date] — wanted to check in one last time before I finalise my itinerary."
- Day 15+: Move on. Do not become annoying. The door is not closed — they may contact you later.
Most closes happen on the first or second follow-up. Do not skip this step.
Frequently Asked Questions
How do you pitch a hotel as a travel creator?
Send a short, personalised email to the hotel's marketing contact. Include your niche, stats, travel dates, a specific reason their property fits, and a clear ask. Keep it under 150 words initially.
Who do you contact at a hotel for a collaboration?
For independents: the Marketing Manager or owner. For hotel groups: the PR or Communications Manager. Search LinkedIn or call the front desk and ask for the marketing department.
Should you send a media kit when pitching hotels?
Not in the first email. Offer to send one. This keeps the initial email short and creates a natural second touchpoint.