Venue Request for Proposal
Send the same brief to every venue so the bids come back comparable. Fill in the blanks, print, or save as PDF.
Event profile
Dates & flexibility
| Preference | Date(s) | Notes |
|---|
| First choice | | |
| Second choice | | |
| Flexible window | | |
Tell the venue if your dates move. Off-peak flexibility is the single biggest lever on price.
Space & setup
| Function | Setup style | Headcount | Times |
|---|
| General session | | | |
| Breakouts (qty) | | | |
| Meals / reception | | | |
| Registration / foyer | | | |
Food & beverage
- Meal periods needed: breakfast / lunch / breaks / reception / dinner
- Service style preference: buffet / stations / plated
- Bar: none / beer & wine / full open bar
- Dietary requirements to accommodate:
Audiovisual & production
- Projection / LED, microphones, comfort monitor
- Recording: none / audio / single-camera / multi-camera
- Livestream required: yes / no
- In-house AV exclusive, or may we bring an outside vendor?
Sleeping rooms (if applicable)
What we want quoted line by line
- Room rental by function (or rental waived against F&B minimum)
- F&B minimum and per-head menu pricing
- Service charge % and applicable taxes, stated separately
- AV pricing and any patch / rigging / power fees
- Parking, Wi-Fi, and any resort or facility fees
- Deposit schedule and cancellation / attrition terms
- Concessions offered (comp rooms, upgrades, waived fees)
Decision criteria & next steps