# Half-day workshop RFP template

> Free download from Easy RFP — https://easyhotelrfp.com/tools/half-day-workshop-rfp-template/
>
> Replace each `___________` with your event details, then email to 3–4 venues.

## About this template

Half-day workshops are the workhorse of corporate event programs: 3–4 hour internal training, board prep, partner workshop, deep-dive review. They get sourced in compressed timelines (often 1–3 weeks before the event) and the venue brief is leaner than a multi-day conference. This template is the lean version: 6 sections, sized for fast turnaround.

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## Section 1 — Workshop basics

**Why this section:** Half-day events are time-compressed. State the exact time block so the venue stages setup correctly.

- Event date: ___________
- Time block (e.g. "Wed 13:00–17:30"): ___________
- Total duration (hours): ___________
- Total attendee count: ___________
- Pre-workshop arrival window (typical 30 min before start): ___________
- Workshop theme / agenda summary: ___________

## Section 2 — Room layout + AV

**Why this section:** Wrong room kills a workshop regardless of saved €€. State config explicitly.

- Setup style (cabaret / U-shape / boardroom for 6–25 — NOT theatre): ___________
- Required attendee capacity: ___________
- Wireless presentation casting: ___________
- Whiteboards / flipcharts (typical 2–4): ___________
- Wi-Fi capacity (assume 2 devices/pax): ___________
- Hybrid camera / mic if remote attendees join: ___________

## Section 3 — F&B — half-day specific

**Why this section:** Half-day F&B is light. State so venue doesn't quote a 3-meal package.

- Single coffee break OR continuous coffee station: ___________
- Light refreshment (fruit, pastries, energy bars): ___________
- Hydration (water, sparkling continuous): ___________
- Working lunch if workshop crosses lunchtime (boxed / station, 30 min): ___________
- Dietary accommodations: ___________

## Section 4 — Logistics

**Why this section:** Setup time + materials handling are the two day-of choke points. Specify upfront.

- Setup time required (typical 30–60 min): ___________
- Materials delivery (we bring / hotel sets up / day-before delivery): ___________
- Cloakroom / coat-storage capacity: ___________
- Quiet phone-call space (Yes / No): ___________
- Parking validation for attendees driving in: ___________

## Section 5 — Pricing

**Why this section:** Half-day delegate rate (HDR) is typically 60% of full DDR. Compare HDR not à la carte.

- Half-Day Delegate Rate (HDR) per pax (€): ___________
- Itemised: room (€): ___________
- Itemised: AV (€): ___________
- Itemised: F&B (€): ___________
- Itemised: materials (€): ___________
- Service charge + tax transparency: ___________

## Section 6 — Cancellation

**Why this section:** Half-day cancellation is more forgiving than multi-day. State so the venue knows the flexibility.

- Full refund window (we ask: 14 days): ___________
- 7-day cancellation refund % (we ask: 50%): ___________
- 48-hour cancellation refund % (we ask: 0%): ___________
- Reschedule right (preferred over cancel): ___________

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## How to use this template

1. Send to 3–4 local venues 2–3 weeks out. Half-day events have flexible inventory.
2. Confirm room config in writing. Workshop in theatre seating doesn't function.
3. Test Wi-Fi capacity if attendees will be working live.
4. Get materials delivered day-before if you're not bringing in person.
5. Lock attendee count 3–5 days out.

## Common mistakes to avoid

- Booking based on price alone. Wrong room kills the workshop, regardless of saved €€.
- Not visiting if you've never used the venue. 30-min visit prevents 4 hours of day-of pain.
- Forgetting the parking question.
- Skipping the AV check. AV problem at minute 5 = workshop is 30 mins late = doesn't recover.

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