7 Key Components to Creating an RFP


According to the recent Northstar/Cvent Meetings Industry PULSE Survey, meeting planners and suppliers are improving their relationships, recovering from high dissatisfaction in 2023 regarding hotel negotiations and service levels. A clear, well-executed request for proposal (RFP) is essential for a success event.

What is an RFP?

An RFP is a solicitation by meeting planners to potential suppliers, outlining the group’s needs for services like hotel rooms and meeting spaces. It invites suppliers to submit proposals for consideration, ensuring consistent information for comprehensive evaluation.

Why Send an RFP?

Planners use RFPs when organizing events in new cities or when significant changes in meeting requirements occur. A detailed RFP can save time and money by providing a clear understanding of needs and expectations.

Key Components of an RFP:

Details: Provide a comprehensive overview of the organization and event, including event history and anticipated value.
Purpose: Clarify whether the event is one-time or recurring, and outline the event’s objectives.
Event Profile: Detail the event type, format, audience demographics, meeting room requirements, food and beverage needs, technology needs, and accommodation requirements.
Budgeting: Be specific about budget limits, including various fees and expected costs.
Sustainability: Include questions about the supplier’s sustainability practices and certifications.
Accessibility: Address the needs of attendees with disabilities, ensuring the venue can accommodate them.
Availability for Questions: Provide contact information and be available to answer questions from venues.

A thorough RFP helps venues understand the event’s needs and submit precise proposals, enhancing the planning process and the event’s final outcomes.



For 20+ years, the MEET family of products have provided regional and national resources that have kept corporate, association, medical, education, independent, and religious meeting and event planners informed about relevant vendors, industry news, tech innovations, and resources that impact and influence how and where they plan their group business.

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