1. Explain the purpose and the people
Describe the event and what success would look like. Include expected delegate numbers and any likely changes. A conference, training session and awards dinner may need very different layouts even with the same number of guests.
2. Separate fixed requirements from preferences
List the dates or locations that are essential, then note where there is flexibility. Share where delegates will travel from and any arrival or departure constraints. If you are comparing destinations, explain the priorities that should guide that comparison.
3. Describe the spaces and the schedule
- Main meeting room and seating layout.
- Stage, screens, sound and connectivity.
- Breakout rooms used at the same time.
- Registration, catering, networking or exhibition space.
- Setup, rehearsal and pack-down access.
4. Include the overnight and access details
Specify how many bedrooms are needed for each night, whether everyone must stay together and who will book and pay. Include accessibility and dietary requirements that affect the venue choice. Avoid sending unnecessary personal or medical details about individual attendees.
5. Make the budget comparable
State the currency and whether the figure is a total event budget or an amount per delegate. Explain which costs it needs to cover, such as bedrooms, meeting rooms, catering and technical services. Ask venues to make inclusions and additional charges clear in their offers.
6. Identify the decision process
Let the team know who will review the options, whether a site visit is expected and when you need to make a decision. Flag any internal requirements that affect the proposal or venue contract.