Whether your a seasoned planner or new to the job having a stress free planning experience is always a goal. When you have a meeting coming up and you need to request a proposal from a venue, here are 10 items you should always include with your request to make it as easy as possible for you and the venue to meet all of your needs.
1. The Name and Address of your Ministry/Organization.
*Be sure to include your contact info and how you prefer to be contacted.
2. The Title of your Meeting.
3. The Dates of your Meeting.
*Include if your dates are flexible or set?
4. What is the objective of your Meeting?
5. How many Guest Rooms does your Meeting Require?
*Do you have history you can include from past meeting?
*What are the demographics of your attendees?
*Are there trends your aware of?
6. What is the Daily Schedule of Meetings?
*Do you have any specific requirements?
7. Do you require Exhibit Space?
8. What are your Food and Beverage Requirements?
9. What is your budget for Rooms, Meeting Space, Food and Beverage, etc.?
10. Any additional information about your Ministry or this Meeting.
Please feel free to contact me if you have any questions about submitting an RFP and as always if you have any suggestions or something that has worked for you in the past, please share it with us in the comments.
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