Event Planner how-to

How to Send a Venue RFP

A clear RFP gets accurate, comparable proposals.

Updated By the Career Education Institute Curriculum Team
Quick answer

A clear RFP gets accurate, comparable proposals. In short: define; list; set, then complete the remaining steps below.

Step by step

  1. Define dates, attendance and room needs.

  2. List meeting space and F&B requirements.

  3. Set a budget range.

  4. Send to selected venues.

  5. Compare proposals side by side.

  6. Negotiate and choose.

Safety reminders for event planners

  • Plan crowd safety and emergency exits
  • Follow venue fire codes
  • Plan for accessibility
  • Manage alcohol service responsibly

RFP · BEO · Room block · Attrition · F&B minimum · Run-of-show: see the full event planner glossary.

More event planner how-to guides

Learn this in Event Planner trainingTake the practice test
Enroll in trainingTake fit quiz