The response format that makes quotes comparable
Venue RFP Framework
A structured RFP that specifies the programme rather than the room, and dictates how venues must respond.
The framework
What goes in, what comes out.
When to use it
Issue this instead of a paragraph of requirements, and the bids come back on the same basis.
What goes in 5 inputs
- 01Programme specification
Session types, sets, parallel rooms, turnaround times
- 02Technical requirement
Ceiling height, rigging, power, load-in access
- 03Commercial response table
Net rate, service charge, tax and genuine inclusions as separate lines
- 04Risk terms
Cancellation curve at 90/60/30, attrition percentage, cut-off date
- 05Building questions
What else is in the building that week, and who else holds these dates
What comes out of it
- Comparable bids on one sheet
- Early visibility of technical disqualifiers
- Risk terms surfaced before shortlisting
Other tools
Use them together.
Tool Event Budget EstimatorDelegate count, destination tier, format and nights produce a per-head range with the assumptions stated.5 inputs 3 outputs
Tool Delegate Communication PlanThe message schedule from save-the-date to post-event survey, with the practical questions each one has to answer.5 inputs 3 outputs
Tool Risk & Escalation RegisterA register of what can go wrong, who owns it, what triggers escalation and what the floor may decide alone.5 inputs 3 outputsTake the framework. Ask us about the awkward part.
Nothing here is gated and nothing needs an email address. If you hit the point where the answer depends on what a supplier is actually willing to do, that is the point to send us a line.
hello@voyacircle.com