An RFP, or Request for Proposal, is a formal document you send to venues or vendors when gathering quotes for your event. It lays out 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.
Even for small events, an RFP can make vendor outreach more organized and help you make informed decisions.
What an RFP Typically Includes
Event dates & flexibility: Preferred dates plus any alternates
Guest count: Number of rooms and attendees for meals or meetings
Space needs: Meeting rooms, breakout areas, outdoor space, or social zones
Food & beverage expectations: Meals per day, dietary needs, F&B minimums
AV & tech needs: Projectors, microphones, Wi-Fi, etc.
Budget guidelines: Providing a range helps vendors tailor proposals
Our Tips for Better RFPs
Be clear but concise: Use the form provided in your Shortlist to ensure all key info is included efficiently.
Send to multiple vendors: A wider net gives you more options and negotiation leverage.
Follow up quickly: Venues respond faster and more favorably when you’re prompt and specific.
TL;DR
Fill out your RFP with key details: dates, headcount, space, F&B, AV, budget
Send to multiple vendors to compare proposals
Follow up promptly for faster, stronger responses