Request for Proposal (RFP)
A document sent to venues or vendors describing event requirements and requesting pricing proposals.
Definition
A Request for Proposal (RFP) is a formal document that event planners send to venues, hotels, and vendors to communicate event requirements and solicit competitive bids. The RFP describes the event in sufficient detail for potential partners to understand the opportunity and prepare pricing proposals. It serves as the foundation for venue selection, vendor evaluation, and contract negotiation.
A comprehensive event RFP typically includes: event overview and objectives, organizational background, preferred dates and flexibility, expected attendance (with attendee profile), space requirements (meeting rooms, exhibit space, registration, meal functions), sleeping room needs (room block, rate expectations, complimentary room ratios), food and beverage requirements (meal functions, breaks, receptions), audio-visual and production needs, special requirements (accessibility, security, dietary, sustainability), request for proposal information (pricing, terms, references), and selection timeline and process.
The RFP process benefits both planners and venues. Planners receive standardized information that enables fair comparison between options. Venues understand requirements clearly enough to prepare accurate proposals and identify potential issues early. Both parties establish expectations that reduce misunderstandings during contracting.
Why It Matters
The RFP is the foundation of venue selection—one of the most consequential decisions in event planning. A well-crafted RFP attracts quality responses, enables meaningful comparison, and establishes the baseline for negotiation. A poor RFP generates incomplete responses, wastes time on unsuitable options, and leads to surprises during contracting.
Strategic RFP development considers both immediate needs and negotiating leverage. Sending RFPs to multiple venues creates competitive dynamics that improve pricing and terms. Specific, detailed requirements demonstrate professional capability that earns respect and cooperation from venues. Clear timelines and selection processes maintain venue interest and engagement.
The information gathered through RFP responses enables informed decision-making. Beyond pricing, proposals reveal venue capabilities, flexibility, service orientation, and fit with event needs. References and case studies indicate relevant experience. Terms and conditions preview potential negotiation challenges.
For organizations with recurring events, RFP processes also build institutional knowledge. Documented requirements, response analyses, and negotiation outcomes create resources that improve future sourcing. Relationships developed through professional RFP processes may yield benefits for future events.
Examples in Practice
An association sends RFPs to ten convention centers in cities under consideration for their annual conference. The detailed requirements enable apples-to-apples comparison across properties and destinations. The competitive process generates strong proposals with aggressive pricing, ultimately saving significant budget.
A corporate planner uses a standardized RFP template for quarterly board meetings, ensuring consistent information-gathering regardless of destination. The template captures the specific requirements that differentiate suitable from unsuitable venues, preventing wasted site visits to inappropriate properties.
A pharmaceutical company's RFP includes detailed compliance requirements specific to their industry—including documentation, privacy, promotional restrictions, and more. These requirements, clearly communicated upfront, ensure responsive venues understand and can meet the obligations, preventing problems during execution.
An event planner includes future-year holds in their RFP, requesting that properties hold space for the following two years at similar terms. This forward-looking approach, combined with the immediate business, strengthens negotiating position and establishes ongoing relationships.