Venue RFP
A Request for Proposal document sent to venues detailing event requirements.
Definition
A venue RFP (Request for Proposal) is a formal document sent to potential venues outlining event specifications including dates, attendee count, space requirements, catering needs, AV requirements, and budget. Venues respond with proposals, enabling comparison and negotiation.
Why It Matters
A comprehensive RFP ensures venues understand requirements and provide accurate, comparable quotes. It streamlines venue selection, prevents surprises, and provides documentation for negotiation and contract development.
Examples in Practice
An RFP specifies 500 attendees, 2 breakout rooms for 50 each, general session space, 3 catering events, and AV for keynotes. Venues respond with floor plans, menus, pricing, and availability. Planners compare responses and shortlist 3 venues for site visits.