Determine the event size and purpose.
Set a date, or a range of date options.
Outline your event, including expected attendance, seating arrangement, audiovisual and production requirements and food and beverage needs.
Consider transportation, entertainment, speakers, activities and any special needs.
Prepare a timeline for booking venues and accommodations, invitations, promotions and event materials.
Budget for sponsor expenses, if applicable, and calculate attendee expenses.
Create a balance sheet of expenses.
Build in a contingency fund for unanticipated expenses.
Establish a holding account for accrued program expenses.
Consult with your company’s accounting office, if applicable.
Create a balance sheet of expenses.
Build in a contingency fund for unanticipated expenses.
Establish a holding account for accrued program expenses.
Consult with your company’s accounting office, if applicable.
Creating a Request for Proposal (RFP) allows a property to see the information about your group or event. Document all site requirements, including:
Preferred and optional dates
Number and type of guest rooms
Number, size and usage of meeting rooms
Range of acceptable rates
Dates and types of meal functions and breaks
Exhibits and any other special events or activities
