Start with the program
Use this working brief before requesting proposals. Share the same requirements with each venue and mark assumptions clearly. Attach the program schedule when it is available; this worksheet supplements your organization’s RFP process.
Print this page or save it as a PDF, then fill in the working fields. Keep a copy with the event’s evaluation notes.
Organization / event / event objective
____________________________________________________________
Primary contact / decision-makers
____________________________________________________________
Preferred dates / alternative dates / flexibility
____________________________________________________________
Expected attendance / range / what is still an estimate
____________________________________________________________
Response deadline / decision date / next milestone
____________________________________________________________
Guestroom and arrival requirements
Room nights by date / peak rooms / room-type needs
____________________________________________________________
Arrival and departure pattern / group transportation
____________________________________________________________
Registration and check-in requirements
____________________________________________________________
Specific access or accommodation questions for the hotel
____________________________________________________________
Distinguish a preference from a required condition. Request the hotel’s actual proposal for room mix, rates, availability and terms; visual room content explains the product but does not confirm the block.
Meeting and event space requirements
| Function / date / time | Attendance / setup | Production / service / notes |
|---|---|---|
| General session: __________ | ________________ | ________________ |
| Breakout: _________________ | ________________ | ________________ |
| Breakout: _________________ | ________________ | ________________ |
| Registration / exhibition: ____ | ________________ | ________________ |
| Reception / meal: __________ | ________________ | ________________ |
| Other: ___________________ | ________________ | ________________ |
Record concurrent use and turnaround time. Specify stage, screens, dance floor, exhibit needs and production positions where known. Ask for a proposal that accounts for those requirements rather than selecting rooms from a maximum-capacity chart alone.
F&B, production and operating questions
Meal schedule / service format / menu preferences
____________________________________________________________
Dietary and allergen questions requiring a venue response
____________________________________________________________
AV / internet / production partner / load-in needs
____________________________________________________________
Storage / security / vendor or delivery requirements
____________________________________________________________
Other events, shared areas or privacy questions
____________________________________________________________
Make proposals comparable
Budget guidance / currency / what the budget includes
____________________________________________________________
Required cost breakdown / taxes / service charges / fees to clarify
____________________________________________________________
Relevant contracting, payment and cancellation questions
____________________________________________________________
Approvals needed before a commitment
____________________________________________________________
Required evidence: visuals / floorplans / proposed setup / written answers
____________________________________________________________
Use the venue’s proposal and your approved procurement review to confirm the commercial terms.
Ask for a recommended journey
Ask the venue to identify the proposed spaces, explain why they fit and provide current visual content with the relevant facts and plans. Request a clear list of assumptions and questions still needing confirmation.
FOH Visual supports that conversation through a structured property and personalized sales-shared experience. Use the venue scorecard to record the evidence and the reason for your shortlist.
Check the room-block pattern before sharing
Record each night, the rooms needed that night and any required room-type mix. In an illustrative pattern of 80, 220, 225 and 100 rooms, peak rooms are 225 and total room nights are 625. Mark whether each number is estimated or part of the requested block.
Keep that pattern consistent across the brief and proposals. The glossary explains the reporting basis and the venue scorecard records how the proposal fits it.
About this guide
Prepared by FOH Digital. Working examples are illustrative. Product descriptions reflect the reviewed scope; external sources are linked below.