An event RFP is a structuring device. Its job is to make options comparable and decisions defensible. Here's what a good one contains.
1. A complete specification
Every bidder must price the same thing. Include dates and flexibility, capacity and layout, location requirements, catering standards, AV and technical needs, accommodation and any non-negotiables. Ambiguity here is what makes bids incomparable.
2. A structured pricing schedule
Break pricing into comparable lines — room hire, day delegate rate, catering, AV, accommodation — rather than accepting a single bundled figure. This is what later enables benchmarking.
3. Weighted evaluation criteria
State how you'll score responses — capability, service, compliance, sustainability and price — and the weightings. Publishing criteria keeps evaluation objective and the decision defensible.
4. Key contractual terms
Surface the terms that carry risk up front: cancellation, attrition, deposit schedules and force majeure. Raising these in the RFP strengthens your position in negotiation later.
5. A realistic timeline and process
Set out submission deadlines, clarification windows, evaluation dates and decision timing, so bidders engage seriously and the process stays on track.
Ready-to-use event and venue RFP templates are available in our resources hub.