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Request for Proposal — Corporate Event 2026

A qualified corporate event planner is actively sourcing a venue. Your property has been shortlisted based on capacity, location, and event type. Review the brief below and submit your hotel's proposal. No registration or subscription required.

RFP Ref: EZ-2026-LDN-0041
Issued: 28 April 2026
Decision by: 12 May 2026
Managed by: Easy RFP / Elza
Response deadline: Tuesday, 5 May 2026 at 17:00 — proposals received after this date may not reach the planner in time.
1
Event OverviewPlanner's brief — read only
45–60
Guests
2
Nights
20–25
Bedrooms
2
Meeting days
€9,500
Budget
Event typeAnnual Leadership Summit + Gala Dinner
OrganisationEuropean Technology Company (disclosed post-shortlist)
FormatResidential — 2 nights accommodation required
Group sizeMinimum 45 / Maximum 60 delegates
LocationCentral London — Westminster, Mayfair, or Kensington
Total budget€9,500 all-inclusive (meeting + F&B + accommodation)
ExclusivityPreferred — at minimum exclusive use of meeting floor
External AV companyNo — hotel AV provision required
Decision criteria
Date availabilityAll-in priceRoom qualityAV capabilityFlexibility
2
Agenda & Space RequirementsDay-by-day
Day 1 — Full day
08:00–09:00Registration + welcome coffee — foyer or pre-function space
09:00–13:00Plenary session — boardroom/U-shape, 50 pax, full AV
13:00–14:00Seated lunch — private dining or restaurant buyout, 60 pax
14:00–17:30Parallel workshops — 2 breakout rooms simultaneously, 20–25 pax each
18:00–19:00Drinks reception — terrace, bar, or pre-function space
19:30–22:30Gala dinner — private dining, 60 pax seated, 3-course + wine
Day 2 — Half day
07:30–09:00Breakfast — hotel restaurant or private room
09:00–12:30Closing plenary — same main room, cabaret or theatre, 60 pax
12:30–13:30Working lunch, delegates depart
Rooms summary
1× main room (50–60 pax)2× breakouts (20–25 pax)1× private gala diningPre-function space
Setup change needed?Yes — boardroom Day 1 AM → cabaret/theatre Day 2 AM
3
AV, Technology & Connectivity
Main room AV
HD projector or LED screenPA system2× handheld mics1× lapel micLectern + confidence monitor
Hybrid/streamingRequired — up to 15 remote participants on Day 1
AV technicianRequired on-site both days, included in quote
Breakout AVEach: 1× screen or TV, 1× wireless mic, 1× flip chart
WiFiDedicated min 100 Mbps for meeting rooms. Complimentary for delegates.
4
Food & Beverage Requirements
Day 1 coffee breaksMorning (10:30) + afternoon (15:30) — tea, coffee, water, biscuits
Day 1 lunchSeated 3-course or buffet, private room, 60 guests
Day 1 drinks reception60 min, canapes + wine + soft drinks, 60 guests
Day 1 gala dinnerSeated 3-course, private room, 60 guests. Wine pairing. Speeches.
Day 2 breakfastFull cooked + continental buffet, 60 guests
Day 2 lunchWorking buffet, 60 guests
Dietary needs
VegetarianVeganGluten-freeHalalNut-free preferred
5
Accommodation
Bedrooms20–25 bedrooms, 2 nights (check-in Day 1 / check-out Day 3 morning)
Room typeStandard double or twin. 1 upgrade for organiser.
BreakfastPreferred included. Quote with and without.
Early/lateEarly check-in from 12:00 for organiser. Late check-out until 14:00 appreciated.
6
Preferred DatesAny one option confirmed is acceptable
Option A — First preference
Tuesday 10 June or Thursday 12 June 2026
2 nights from start date. Check-out morning Day 3.
Option B — Flexible range
Any 2 consecutive nights between 15–20 June 2026
Planner can flex to hotel availability within this window.
Option C — Fallback
Any 2 nights in first 3 weeks of September 2026
Only if June is fully unavailable across all options above.
LogisticsStep-free access required. 1 delegate uses a wheelchair. On-site coordinator required.
Your Hotel's Proposal — fill in below
✍️

Submit your proposal

Complete all sections. Your submission goes directly to the planner. No registration, no commission, no subscription. Indicate N/A where a section does not apply to your property.

7
Your Contact Details
8
Availability & Confirmed Dates
Confirmed check-in / check-out
9
Meeting Rooms & Event SpacesAdd all rooms you are proposing
Meeting Room 1Primary room
£
Breakout / Syndicate Rooms — 2× rooms for parallel workshops (20–25 pax each)
Breakout Room 1Syndicate room
£
Gala Dinner Space — 60 guests seated
£
£
10
Food & Beverage — Pricing
£

Meeting room + all F&B + WiFi

£
£
£
£
£
£
£
£
10b
F&B — Granular pricing optional, recommended for transparency

Help us compare apples-to-apples. Many planners price differently — fill what applies; leave blank what doesn't.

£

e.g. £42 per 12-cup carafe (refilled)

£

Tea, coffee, biscuits, fruit, water

£

Std + viennoiseries, fresh juice, smoothie

£

1-hr drinks reception, canapés

£

Entrée + main + dessert, served

£

2-hr cocktail, 8 finger items, drinks

£

Hot + cold buffet, dessert, drinks

£

If priced separately from coffee

£

Still or sparkling, branded

Why we ask granular F&B: the planner is comparing your quote against 4-7 other hotels. If you quote "F&B £45pp/day" and Hotel B quotes "Coffee carafe £42 + Coffee break £18pp + Welcome cocktail £55pp", the planner has to spend 30 minutes normalising it in Excel. Apples-to-apples wins more contracts.
11
Accommodation
£
11b
Sustainability & ESG CSRD-aligned · helps planners with ESG procurement reports

European corporate procurement now requires sustainability disclosure (CSRD effective 2026). Hotels that answer these questions rank higher with ESG-conscious planners and are eligible for sustainability-weighted RFP scoring.

%

Of total electricity consumption

%

Suppliers within 200km

%

% of waste recycled/composted vs landfill

Link to your latest published carbon / sustainability / GHG report

Why we ask ESG: from 2026 onwards, EU-headquartered planners are mandated by CSRD (Corporate Sustainability Reporting Directive) to disclose Scope 3 emissions including event venues. Hotels that fill this section unlock the "ESG-weighted" scoring path and rank higher with ~30% of European Enterprise planners. Leave blank if it doesn't apply — partial answers are fine.
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Logistics & Additional Information
13
Total Quote & Commercial Terms
£

Rooms + meeting + F&B + AV

£

By submitting this proposal you confirm the information is accurate and authorise Easy RFP to forward it to the requesting planner on your behalf. No commission, no subscription, no obligation to proceed.

This RFP is managed by Easy RFP — Barcelona, Spain. Your details are shared only with the requesting planner and never sold or distributed to third parties.
Questions? [email protected]  ·  Ref: EZ-2026-LDN-0041

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