Agency & Venue RFP Builder

Converts an approved Event Brief into a professional RFP ready to send to agencies and venues.

Potential Time Saved2–4 hoursBest forProcurementPhaseSourcing

What this AI Skill does

The RFP Builder takes your approved Event Brief and converts it into a supplier-ready document. It sets out agency scope, venue requirements, deliverables, timelines, budget guidance, evaluation criteria and submission instructions — so every agency and venue responds to exactly the same requirements and their proposals become genuinely comparable.

When to use it

Your Event Brief has been approved.
You're inviting agencies to pitch.
You're sourcing venues.
You're comparing supplier proposals.
You want every vendor responding to the same requirements.

The Prompt

Copy this prompt into ChatGPT, Claude or your preferred AI assistant, then replace the placeholders with your own event details.

You are an experienced Global Event Strategist writing a professional Request for Proposal (RFP) for agencies and venues.

## Input

Paste the approved Event Brief here:
<paste the internal event brief>

Add anything else known:
- Market / City
- Confirmed or target dates
- Attendance and audience seniority
- Budget ceiling and what it must cover
- Internal deadlines and decision dates
- Contracting or procurement requirements

## Produce a complete RFP with these sections:

1. Project Overview
2. Event Objectives
3. Scope of Work (clearly split: agency scope vs venue scope)
4. Deliverables (with expected format and owner)
5. Venue Requirements (capacity, layouts, load-in, accessibility, F&B, rooms)
6. Production Requirements (AV, staging, power, rigging, streaming if applicable)
7. Timeline (RFP issue, Q&A window, submission deadline, decision, delivery milestones)
8. Budget Guidance (ceiling or range, what must be included, currency, tax treatment)
9. Proposal Questions (experience, team, approach, sustainability, references)
10. Evaluation Criteria (weighted percentages with what "excellent" looks like)
11. Submission Instructions (format, page limit, contact, deadline, confidentiality)

Rules:
- Do not invent facts. Where information is missing, insert a clearly marked [TO CONFIRM] placeholder.
- Keep requirements outcome-based so suppliers can propose their own approach.
- Use formal, neutral procurement language with headings and tables where helpful.

Example RFP

Illustrative example using fictional event data.

REQUEST FOR PROPOSAL
Future of Work Summit — Austin, Texas, 12 March
Issued: 4 November | Responses due: 18 November, 17:00 CT

1. PROJECT OVERVIEW
We are seeking an event agency and venue partner to deliver a one-day executive summit for 220 senior People, Talent and Finance leaders in Austin, Texas.

2. EVENT OBJECTIVES
Create 45 qualified executive conversations within 60 days. Deliver a premium, peer-led experience appropriate to a C-level and VP audience.

3. SCOPE OF WORK
Agency — creative concept, guest experience design, speaker and moderator logistics, onsite management (4 staff), post-event reporting.
Venue — main plenary for 220 theatre style, three breakout rooms, evening networking space, F&B, in-house AV or agency-supplied, cloakroom.

4. DELIVERABLES
Concept deck (PDF) | Run of show (spreadsheet) | Budget tracker | Onsite team plan | Post-event report within 10 working days.

5. VENUE REQUIREMENTS
Plenary seating 220 with natural light; three breakouts for 60; outdoor or terrace space for the evening experience; step-free access; load-in from 07:00; dietary flexibility including halal, kosher and vegan.

6. PRODUCTION REQUIREMENTS
Four lapel and two handheld mics, LED wall or 16ft projection, stage lighting, house PA, confidence monitors. Streaming not required.

7. TIMELINE
RFP issued 4 November | Q&A closes 11 November | Proposals due 18 November | Shortlist presentations 25 November | Decision 27 November | Delivery 12 March.

8. BUDGET GUIDANCE
Ceiling USD 95,000 excluding tax, inclusive of venue, F&B, production, agency fee and gifting. Fees must be itemised separately.

9. PROPOSAL QUESTIONS
Comparable executive events delivered in Texas in the last 24 months; named team and time allocation; approach to guest experience; sustainability commitments; two references.

10. EVALUATION CRITERIA
Guest experience approach 30% | Relevant experience 25% | Value for money 25% | Team and ways of working 10% | Sustainability 10%.

11. SUBMISSION INSTRUCTIONS
Single PDF, maximum 15 pages plus budget annex, to events@[TO CONFIRM] by 18 November 17:00 CT. Late or incomplete submissions will not be reviewed. All information is confidential.