An RFP, or Request for Proposal, is a formal document you send to venues or vendors when you're gathering quotes and comparing options for your event. It outlines the details of your offsite—like dates, group size, space needs, and budget—so suppliers can determine if they’re a good fit and provide pricing.
While you don’t always need an RFP for small events, it’s a helpful tool for organizing options and making informed decisions.
What an RFP Typically Includes
Event dates and flexibility: Your preferred date(s) and any alternate options you're open to
Guest count: How many rooms you’ll need and how many will attend meetings or meals
Space needs: Meeting rooms, breakout rooms, outdoor space, and social or mealtime gathering areas
Food & beverage expectations: Meals per day, dietary considerations, or F&B minimums
AV and tech needs: Projectors, microphones, Wi-Fi bandwidth, etc.
Budget guidelines: A range helps vendors tailor proposals accordingly
Pro Tips
Be clear but concise: Following the form provided in your Shortlist will allow you to give all the details in a thorough, efficient way.
Send to multiple vendors: Casting a wide net gives you more options and negotiation leverage.
Follow up quickly: Venues often respond faster and more favorably when you're responsive and specific.
An RFP makes vendor outreach more efficient and keeps your event planning organized. Even if you’re new to event planning, sending a simple, clear RFP helps you get better offers and find the right fit for your team.