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Wait! What? ANOTHER Meeting Template for your Meeting Planning Tool Box?

In a word: YES!

A REQUEST FOR PROPOSAL (RFP) template is another must have for your meeting planning toolbox. Why, you ask? Let me explain….

A key component of the meeting planning process is site search and selection. Once you’ve done your research and narrowed down your search, it’s time to submit your request (via an RFP) for space to your preferred venues or vendors.

An RFP should provide an overview of your meeting and the space required for your meeting or event and should include specific information on:

  • Company background.

  • Program history.

  • Preferred arrival/departure pattern and dates.

  • Estimated number and types of guest rooms.

  • Outline of meeting and meal specs (general session + breakouts + audio-visual + meals) per day.

  • Concessions (be realistic).

Providing an accurate outline of your meeting needs at this stage of the planning process is imperative. The more specific you are, the better able a venue will be to determine if your meeting or event is a good fit for them. The last thing you want is to go to contract, find you need more meeting space or guest rooms than anticipated, and learn the venue can no longer accommodate your group.

And, just as you do your due diligence in checking references on the venues/vendors you’re looking at, they, too, do reference checks on you, your organization and your proposed program. If this is a first time program and you’re trying to gauge attendance, this may prove a little challenging; but if it’s a repeat program, being honest and upfront about your program’s history is essential. Your credibility is at play here.

To request a FREE copy of my Request for Proposal (RFP) template today, click on this link and ask me to send you this specific template:

You’ll find other helpful templates in my book, “The Meeting Planning Process: A Guide to Planning Successful Meetings,” like a “Meeting Time Line” and an “Overall Meeting Action Plan.” They can be tailored to fit your specific needs.

Plan well. Be well. Stay safe. And, never stop learning.



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