How to write an event RFP (with an AI first draft)

What an RFP is for

An RFP, request for proposal, tells a venue or vendor exactly what you need so they can quote accurately and so you can compare quotes fairly. The whole value is in being specific: the more precisely you describe the event, the more accurate and comparable the bids come back, and the fewer surprises appear on the final invoice.

What every event RFP needs

• Event overview — type, purpose, and dates, including setup and teardown days.
• Attendee numbers — expected headcount and any room-by-room breakdown.
• Space requirements — the rooms and layouts you need, and for what.
• Food and beverage — meals, breaks, and any dietary or service requirements.
• Audio-visual and technology — what you need the venue to provide versus bring in.
• Dates and flexibility — preferred dates and whether you can flex for a better rate.
• Budget guidance — a range if you are willing to share it; it gets you realistic bids.
• What you want back — the exact format and deadline for their proposal, so bids are comparable.

Be specific about the deliverable

The single thing that makes RFPs comparable is telling every vendor to respond in the same structure. If one sends a spreadsheet and another sends a brochure, you cannot compare them. Ask for the same line items, in the same order, by the same date. This one instruction saves hours of untangling later.

Draft it with AI, then tailor

The blank RFP is the slow part, and RFPs are repetitive documents with a standard shape, which is exactly what AI drafts well. Tell it your event type, headcount, dates, and requirements, and it produces a structured RFP with the standard sections filled in, including the ones teams forget like setup days and response format. You then tailor the specifics and add anything unique to your event. It removes the blank page, not your judgment.