RFP Assignment Instructions

With this document, you are asking venues to submit a proposal to you that matches your needs. Sometimes, you have to prove the value of your event to entice them to bid for your business. So, you want to emphasize any potential for revenue for them.

At this point, you do not have a venue selected. That comes in the next assignment on site selection.

FOLLOW THIS TEMPLATE IN THIS ORDER

1. Type of Event (Art Festival, Concert, Fashion Show, etc.)

2. Name of Event

· Original, relevant, marketable, interesting

3. Anticipated number of attendees (minimum 500)

4. Overview of organization (the company you work for)

5. Three SMART objectives for the event

· Each objective must contain all five SMART components

· Google: SMART Objectives

6. Desired dates of the event

· Alternate dates/pattern, if possible

7. History of Event

· It is important to provide a minimum of three years of history.

· Venues are most interested in what you spent at previous meetings.

· Where event was held previously (city and venue)

· Number of attendees

· Sleeping room block pickup

· Amount of meeting space used

· Amount of money spent on Food and Beverage.

8. Event space needs

· Outline all of your event space requirements

1. Indoor and/or outdoor

2. Square footage required for each room/area

1. Google ‘Meeting Space Calculator’ for help figuring out space needs

3. Specific space required for entertainment or activities

4. Mention any flexibility that you have with set-ups.

9. Food & Beverage requirements

· List number and type of meal functions

· Potential total F&B expenditures

· You must include F&B.

1. If you are using food trucks or food vendors, list the number and types of trucks/vendors, what type of food they serve, range of prices, and how much space is required.

10. Concessions (Negotiation)

· List of all of your concession requests, such as:

1. Comp or reduced parking fees (how many cars?)

2. VIP valet parking

3. Bus parking (for how many busses?)

4. Waiving room rental fees

5. Electricity (how much electricity?)

6. Water Stations (how many? What kind?)

7. Free Wifi

8. Security (What kind? Armed? Uniformed? Doing what?)

9. Staffing (How many? Doing what?)

10. Dressing rooms (How many? What size?)

11. Etc.

11. Competition

· List any other destinations or venues that are being considered.

12. Decision process/timing

· Provide clear expectations on response deadline, site inspection timeline and expected decision date.