How to Create an Effective RFP for Your Event or Conference Venue

Planning a conference or large event can be overwhelming—especially if it’s your first time or if you're organizing it in a city you're not familiar with. One of the most important steps in the planning process is choosing the right venue. But with so many options and variables, where do you even start?

The answer: Create a Request for Proposal (RFP).

An RFP is a simple but powerful document that outlines your event details and communicates your needs clearly to potential venues. It not only streamlines the venue selection process but also helps ensure you're comparing apples to apples when reviewing proposals.

Why an RFP Is a Game-Changer

If you’re new to the event planning world, you might be wondering why an RFP is worth the effort. Here’s why:

1. You Get Clear, Comparable Proposals

By asking every venue the same questions and providing the same information, you’ll receive proposals that are easier to compare side-by-side. No more sifting through confusing or incomplete responses.

2. It Saves You Time

Most venues allow you to submit an RFP online. Having a well-prepared RFP on hand makes this step fast and efficient.

3. It Makes Communication Easier

Whether you're emailing or calling a venue, sending an RFP is quicker and more professional than relaying details over the phone or piecing together info on the fly.

What to Include in Your RFP

Your RFP doesn’t have to be complicated. The level of detail depends on the size and scope of your event, but here are the essentials you should always include:

1. Event Description

Start with a brief overview of your organization and the purpose of your event. This is your chance to communicate your goals and set the tone for the kind of experience you're aiming to create.

2. Primary Contact Information

Include the name, title, phone number, and email of the person venues should contact with questions or proposals.

3. Event Name

Be sure to include your event name—it helps venues tailor their proposals and understand your brand.

4. Preferred Date(s)

List your preferred date and time, but if you have flexibility, include alternate options. Venues may offer better rates or availability on certain days, and having options can save you time later.

5. Guest Room Needs (if applicable)

If your event includes overnight stays, outline how many rooms you’ll need for each night. Don’t forget to mention bed preferences, like Kings or Doubles.

6. Event Space Requirements

Break down your event day-by-day. For each session or activity, list:

• Event name or session type

• Expected number of attendees

• Desired room setup (banquet, classroom, theater, etc.)

• Event time (including setup and teardown time)

Venues don’t always include setup/teardown unless you specify it—so make sure to account for it.

7. Additional Notes

This section is for any special details or considerations, such as:

• Will you be using outside catering?

• Are you working with vendors (like a DJ, AV team, or decorator)?

• Do you have a specific budget?You may not have all the answers yet, and that’s okay. The more information you can provide, the more tailored the proposals will be.

8. Preferred Concessions (Optional)

Hotels often offer concessions—incentives to help secure your business. These might include:

• Free Wi-Fi

• Upgraded guest rooms

• Discounted parking or AV services

If you know what benefits would make a difference for your event, list them. It helps hotels put together a package that supports your event goals.

Ready to Get Started?

To help make this process even easier, I’ve created a simple RFP template that you can use or customize for your own event needs.

Request for Proposal.docx

Download DOCX • 19KB

Whether you’re planning a small retreat or a large conference, a well-crafted RFP will save you time, reduce stress, and get you one step closer to booking the perfect venue.