Request for Proposal (RFP) Template

							                                Request for Proposal (RFP) Template
As an added benefit of attending HSMAI’s Affordable Meetings Exposition and Conference, this request for
proposal (RFP) template is provided for you to use and designed to help you do business before, during, and after
the Affordable Meetings event itself. It has been prepared by Sandy Biback, CMP CMM, Principal,
Imagination+Meeting Planners Inc., a meetings consultant with over 30 years experience.

To use it, complete the form below with as much detail as possible and give copies to the exhibitors with whom
you may want to do business. These exhibitors will then submit a proposal to you based on the information you
have provided.

Disclaimer: This RFP is not meant to be inclusive of every need a meeting may have. Each company must
decide what their needs are for each meeting/event.

Company/Organization
Name & Description:

Meeting/Event
Name & Objective:

Main Contact Person:
Name
Title
Employer
Contact’s Information:
Address
Phone
Fax
Email
Meeting Date(s):


                                       This date(s) is firm                This date(s) is flexible
Total Expected Attendance:


Proposals Due By:

Decision Date:


MEETING SPACE REQUIREMENTS:
Instruction to Meeting Planner – Be as specific as possible and consider: What will you do in each timeframe?
What setups do you need? Do you need exhibit space? Speaker ready room? Meal functions? Concurrent
sessions? This is your agenda. Insert additional rows in the table as needed.

                                                              Function Name and
              Date                   Time                                                              Capacity & Set Up
                                                              Description of Use




                                                            Page 1
 Template Provided Courtesy of Sandy Biback, CMP CMM Principal Imagination+Meeting Planners Inc. biback@imaginationmeetings.com
SLEEPING ROOM REQUIREMENTS:
Instruction to Meeting Planner – Let the venues know what your sleeping room requirements are over the period
of your event. Remember to include the night before the event starts and the night after it ends if applicable.
Also, indicate whether you need single rooms, or double rooms. Include any suites or special needs rooms you
may require. Insert additional rows in the table as needed.

                               # Single               # Double            # Suites      Other Sleeping
             Date
                            Rooms Needed            Rooms Needed          Needed         Room Needs




RESERVATIONS METHOD:
Instruction to Meeting Planner – Explain how rooms will be paid for and how rooms will be reserved. For
example, will each attendee make and pay for his or her own reservation? Will you provide a rooming list and put
all charges on the master account?




BILLING:
Instruction to Meeting Planner – Indicate how you will pay for the event. For example, will you provide a credit
card? Will you pay from a bill following the event?




ADDITIONAL NOTES:
Instruction to Meeting Planner – Include any particular requirements you have for this event that you must know
about prior to making a decision. For example, do you have ‘green’ requirements? Emergency measures that
must be in place? Parking requirements? Other?




                                             DEADLINE FOR PROPOSALS:




                                                            Page 2
 Template Provided Courtesy of Sandy Biback, CMP CMM Principal Imagination+Meeting Planners Inc. biback@imaginationmeetings.com