Meetings + Events

The power of gathering people

room space calculator

Find out how many people will fit in your room or what size room you need for your number of attendees.

Step 1
Choose a Room Layout type:

Step 2
Enter one of the following to determine the other:

Room Size:

sq.ft.

Capacity:

NOTE: This is a starting guideline only. Accuracy for your particular event cannot be guaranteed.

look_for_new_issue
Advertisement

Sample RFP

How to prepare an RFP for your next meeting or event

Developing a request for proposal (RFP) to find suppliers for your meeting or special events can be a powerful way to save time and money in the long run, no matter how big or small the gathering.

Meeting Planner's Tip:

If you're planning to host your event in a city or destination you're less familiar with, contact the local Convention and Visitors Bureau (CVB), who may be able to assist you in narrowing down the RFP process.

A written RFP, or quote, can be more efficient than contacting select suppliers one-by-one, as it ensures that each service provider receives the same information. The more detailed you make the RFP, the more valuable it can be as a negotiating tool to secure the best rates, dates and terms. Use one of Ignite’s RFP samples with detailed meeting planning tips to help guide you through the process:

What to include in a meeting RFP

Event name and purpose: Describe the purpose of your event, including your overall goals and objectives. This helps qualified, interested suppliers respond with a detailed proposal to suit your needs.

Event history: Provide background about your organization and any relevant history of the event, including what event venues have been used in past years.

Attendee profile: Describe general demographics, such as age or gender, as well as the relationship of attendees to your organization, whether they are operations employees, sales staff, clients or related professional groups. What have the numbers been in the past, and what do you expect the turnout to be?

Dates: List the specific date or range of target dates for hosting your event. Include a history of dates chosen in the past. If you are flexible on dates, say so, as it may give you more opportunities. Mention whether there are any specific days or times you want to avoid.

Accommodation needs: Estimate the number of guest rooms needed per night of your meeting, such as 125 on the first day, 250 on the second day, and so on. Specify any room types desired, such as single or double, and the number of rooms that may be required for event staff or speakers.

Food and beverage requirements: Detail meal requirements, room needs (meeting or banquet room set-ups and capacities), and any prior attendance history you can cite, to help establish realistic numbers. If you have budgeted a certain amount for your meals per person each day, indicate how much, and ask the service provider to work to your budget. Ask for the dates when guaranteed numbers must be locked in.

Reservations procedures: Tell suppliers how you expect room reservations to be made, such as by the individual directly to the hotel, by a group room list, or a combination of both. Specify if online booking tools would be desirable.

Audio-visual (A/V) needs: Include a list of A/V needed in the past, and whether it has been supplied by the event venue or by a third-party specialist. If this is the first time this conference has been held, what A/V do you anticipate being needed?

Destination management: List any guest services you may require help on related to the event, such as meet-and-greet event, ground transportation, spousal programs, children's activities, special décor or staging or evening entertainment, as well as the number of anticipated people related to each.

Selection process: Describe how your decision will be made and who the decision makers are - such as an executive group or committee - and when you anticipate making a final decision. Acknowledge if you are gathering the information on behalf of an organizing committee, and who will be the key planning contact.

Billing instructions: Indicate the person in your organization who should receive billing details, and any associated accounting code or project name that should be cited.

RFP etiquette

A well-executed meeting RFP can serve as an excellent event roadmap, and can help match your group to the ideal venue or destination. But keep these considerations in mind when engaging with prospective suppliers: 

  • Be communicative. Whether you have an open RFP process or have only contacted a shortlist of suppliers, it's common courtesy to inform all interested parties of your final decision.
  • Be realistic with numbers. Don't over- or under-estimate your needs.
  • Be frank about your timing. If you need to gather proposals on a quick timeline, but may not have a decision for some time, acknowledge this up front. Some event venues may not be able to hold a room block beyond a certain period of time.

other articles in this section

Ignite your Panel Discussions

Stay-Put Strategies

Words of Wisdom

Copyright Knowledge

The Power of Hindsight

Liquid Assets

Grape Escapes

Icebreakers!

Geofencing Technology

Social Media Smarts

Online Registration

Master your MC Smarts

Demographic Shift

Ignite your Hiring Skills

Responsible Food Management

Save your Event from Disaster with Forward Thinking

You’re Virtually There

Event Music

Taking a Constructive View of Negative Feedback

Boosting Numbers for Less-attended Events

Team Mentality

Beyond the RSVP

Langdon Hall, Cambridge, ON

Site Selection Smarts

A Green Seal of Approval

Get to know Natalie Wilson, CMM, CMP

Swamped by short RFP turnaround times?

Meeting Room Design

Embracing Hybrid Meetings

Beyond the Schmooze

Learning by Experience

E-clutter Management

Ignite Your Power of Persuasion

Animal Ambassadors

The Lanyard Problem

Is it time to beef up breaky?

Green Key Meetings

Ignite your Budget Carving Skills

Industry Ethics

Planning Accessible Meetings

Google+ for Event Planning

Short Lead Times

Pinterest your Event Ideas

Guidelines for Ont. Business Event Planners

A Reason to Smile: Developing Guidelines with TICO

TICO, As I See It

Identity Crisis! Ontario Planners as Travel Agents?

Armchair Site Inspections

Planners as travel agents?

Hybrid Meetings

Green Meeting Venues

Virtual Familiarization Trips: FAMTripTV

Independent Meeting Planners

Certification in Meetings Management

Ignite your Delegating Skills

Green Meetings

Event Planning: Lessons Learned

Planning a Low-Budget Event

Boost your Event Attendance

Familiarization Trip Etiquette

Meeting Planner Entrepreneurs

Career Recognition

Tips for Successful Meetings

That's Entertainment!

Recipes for Teambuilding Success

Cover Up!

Got the Social Media Blues?

Online Event Registration

The Wi-Fi Movement

Ignite Your Inner Entrepreneur

A 10-Step Plan for your Best Corporate Holiday Party Ever!

Speaker ROI

An Event to Remember

Green + Lean Meetings

Cool Ways to Promote Teamwork

Site Selection Considerations for the Meeting Event Planner

Bullet-proof your Meeting Planning Budget

Conference Organization

Sample RFP

8 Ways to Wow Meeting Attendees

Going 'pro' as a meeting planner

order Valtrex