Request for Proposal (RFP) Template

Request for Proposal (RFP) Template
As an added benefit of attending HSMAI’s MEET SM , this request for proposal (RFP) template is provided for you
to use and designed to help you do business before, during, and after the MEET 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 ever 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):
Total Expected Attendance:
This date(s) is firm
This date(s) is flexible
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.
Date
Time
Function Name and
Description of Use
Capacity & Set
Up
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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 addition rows in the table as needed.
Date
# Single
Rooms Needed
# Double
Rooms Needed
# Suites
Needed
Other Sleeping
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 form at 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:
_________________________
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Template Provided Courtesy of Sandy Biback, CMP CMM Principal Imagination+Meeting Planners Inc. biback@imaginationmeetings.com