# QBR / quarterly business review RFP template

> Free download from Easy RFP — https://easyhotelrfp.com/tools/qbr-rfp-template/
>
> Replace each `___________` with your event details, then email to 5–8 venues.

## About this template

Quarterly business reviews are senior, confidential, polished. Attendees are typically VPs and above. The venue brief is different from a conference: smaller meeting space, executive-grade F&B, private breakout for confidential conversations, robust AV that supports remote-joining attendees, and a polished aesthetic that signals "we take this seriously". This template captures those QBR-specific needs.

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## Section 1 — QBR basics

**Why this section:** QBRs have a known cadence and known-class attendees. State quarter and audience so the venue can match polish and discretion.

- Quarter (Q1 / Q2 / Q3 / Q4): ___________
- Year: ___________
- Attendee count (typical 15–60 senior leaders): ___________
- Format (single-day / 1.5-day): ___________
- External customers / partners attending any portion (Yes / No): ___________
- Senior-most title attending (CEO / CRO / CPO etc.): ___________

## Section 2 — Meeting room — executive grade

**Why this section:** Looks-the-same-in-photos but feels-cheap-in-person is the #1 QBR mistake. State quality requirements explicitly.

- Setup style (boardroom / U-shape for 15–30 / plenary 40+): ___________
- Required attendee capacity: ___________
- Table material (real wood / polished surface): ___________
- Executive chairs (Yes — quality): ___________
- Individual presentation pads + pens at each seat: ___________
- Natural light + window views (no windowless rooms): ___________

## Section 3 — AV — hybrid-ready

**Why this section:** Hybrid attendees joining means audio quality decides whether the QBR is functional. Lock specs.

- Built-in conference camera (model / specs): ___________
- Beam-forming microphone array (Yes / specs): ___________
- Confidence monitors: ___________
- Wireless presentation casting: ___________
- Hybrid platform compatibility (Zoom / Teams / Google Meet — all): ___________
- Backup laptop + clicker: ___________

## Section 4 — Confidentiality requirements

**Why this section:** QBRs discuss material non-public info. Venues vary on confidentiality posture; state requirements explicitly.

- Soundproofing (no shared walls with active meetings): ___________
- Hotel-staff NDA available (Yes / standard): ___________
- Document destruction policy (waste-paper handling): ___________
- Wi-Fi network isolation (separate VLAN / SSID): ___________
- Cleaning staff schedule during sessions: ___________

## Section 5 — F&B — executive grade

**Why this section:** Executives don't queue. Plated > buffet for everything. State so the kitchen knows.

- Breakfast format (plated, NOT buffet): ___________
- Working lunch with chef-curated menu: ___________
- Coffee / tea continuous service from sommelier-level barista: ___________
- Afternoon snack (fruit + cheese + nuts, NOT pastries): ___________
- Dietary accommodations (committed numbers): ___________
- Bottled water / sparkling at each seat continuously refreshed: ___________

## Section 6 — Breakout space

**Why this section:** QBR breakouts are 1:1 confidential conversations or working sessions. State which so venue staffs accordingly.

- Number of small breakout rooms (typical 1–2): ___________
- Capacity per breakout: ___________
- AV per breakout (camera + mic + screen): ___________
- Adjacency to main room (same floor): ___________
- Use case (working sessions / 1:1 confidential): ___________

## Section 7 — Catering for evening

**Why this section:** Optional executive dinner is part of the QBR ROI. State scope so venue can hold a private dining room.

- Optional executive dinner (Yes / No): ___________
- Private dining room (NOT main hotel restaurant): ___________
- Sommelier-paired wine: ___________
- External chef brought in (Yes / No): ___________
- Dinner duration: ___________
- Dress code communicated to attendees: ___________

## Section 8 — Accommodation

**Why this section:** Standard king is fine 95% of the time but a CEO suite is a tone signal at QBR class. State the block.

- Suite for CEO / leadership (qty): ___________
- Executive floor block (qty): ___________
- Late checkout day-of-departure (we ask: 4pm): ___________
- Spa access included for attendees: ___________
- Comp room ratio (typical 1 per 25 paid for senior groups): ___________

## Section 9 — Logistics

**Why this section:** Discreet check-in matters at QBR class. State so reception staffs accordingly.

- Discreet check-in (avoid lobby crowds / private entrance): ___________
- Private transport from airport: ___________
- On-property transport for off-site dinner: ___________
- Weather contingency for outdoor element: ___________
- Luggage storage on departure day: ___________

## Section 10 — Document handling

**Why this section:** QBR materials are sensitive. State pre / day-of / post-event handling so venue procurement knows.

- Pre-event: secure delivery to venue (sealed): ___________
- Day-of: secure storage location: ___________
- Post-event: shredded waste-paper (certificate or we remove): ___________
- USB drives / device handling: ___________
- Printed material destruction: ___________

## Section 11 — Pricing — QBR tiered

**Why this section:** QBRs are quality-not-budget driven. State tiers so finance can see the upgrade options.

- Layer 1 — Per-attendee base (DDR-style: room + AV + meals) (€): ___________
- Layer 2 — + Evening dinner (€): ___________
- Layer 3 — + CEO suite + spa access for all (€): ___________
- Service charge + tax transparency: ___________
- Quote validity: ___________

## Section 12 — Cancellation

**Why this section:** QBR cancellation is rare but date shifts happen (CEO calendar). Negotiate flexibility.

- 14-day window for date shift without re-pricing (Yes): ___________
- Force-majeure: explicit health-emergency clause: ___________
- Cancellation refund schedule: ___________
- Re-book credit option (within 6 months): ___________

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## How to use this template

1. Send 6–8 weeks out. Iconic-class venues with executive boardrooms book 3–6 months ahead.
2. Visit. QBR aesthetic cannot be evaluated from a hotel website.
3. Confirm AV setup with your IT team. Hybrid attendees joining means audio quality decides functional vs broken.
4. Get the menu committed in writing. Generic "chef's choice" becomes whatever the hotel has in inventory.
5. Confirm soundproofing. A QBR happening next door to a wedding reception is an immediate problem.

## Common mistakes to avoid

- Booking a generic conference room. Looks the same in photos; feels cheap to executives in person.
- Skipping the suite for CEO.
- Buffet breakfast. Executives don't queue. Plated only.
- Accepting "we have AV available" without spec sheet. Hybrid joins fail when the venue's mic doesn't pick up the back of the room.

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