Sales Kickoff (SKO) RFP Template: Free, Editable

Section 1: Event Overview

`` Event name: [SKO 2027 — Acme Inc Sales Kickoff] Event dates: [arrival / event days / departure] Total attendees: [headcount] Single-occupancy vs double-occupancy mix: [%] Room nights total: [estimate] Event objectives (1 paragraph): [strategic priorities] Pre-event setup access: [date / time] Post-event teardown window: [date / time] ``

Section 2: Rooms

```

1. Total room availability for these dates?
2. Suite availability for executive presenters (count needed: __)?
3. Single-occupancy rate?
4. Double-occupancy rate?
5. Room block attrition policy (% reduction allowed without penalty)?
6. Cancellation deadlines and penalties?
7. Late check-out availability for departing flights?
8. ADA-accessible rooms count?

```

Section 3: Meeting Space and AV

``` Plenary

1. Capacity in theater style? Classroom?
2. Ceiling height?
3. Pillar-free?
4. Stage with riser available?
5. House AV included (PA, projector, mics)? Itemize.
6. Live streaming capability and cost?
7. Recording capability and cost?
8. AV technician on-site during event (cost per day)?
9. Wi-Fi capacity for [headcount] simultaneous + livestream?
10. Power redundancy (UPS / generator)?

Breakouts

1. Breakout room count needed: [N]. Capacity each: [N]
2. Walking time / distance from plenary?
3. AV in each breakout (projector, mic, dial-in)?
4. Whiteboards / flipcharts included?
5. Reset time between sessions?

```

Section 4: F&B

``` Daily F&B per person — itemize:

• Breakfast (full hot buffet expected)
• Morning break (coffee + snack)
• Lunch (working lunch, mixed dietary)
• Afternoon break (coffee + snack)
• Dinner (3-course or buffet — preference noted)

Day 1: [estimated cost / person] Day 2: [estimated cost / person] ...

Special meals

• Welcome reception (date + estimated cost)
• Awards gala dinner (date + estimated cost)
• Executive dinner (small group, date + cost)

Dietary

• Vegetarian, vegan, gluten-free, dairy-free, kosher, halal accommodation policy?
• Surcharges for any of the above?

```

Section 5: Logistics

```

1. Airport transfer service availability and cost?
2. Recommended ground transportation partners?
3. Branding / signage policy (where can we put logos, banners)?
4. Loading dock and event-storage access?
5. Security / badge-checking staff support?
6. Pre-event walk-through window?
7. On-site event coordinator dedicated to our event?

```

Section 6: Commercial

```

1. Total proposal cost — itemized by category?
2. Payment terms (deposit %, milestones, final due date)?
3. Cancellation policy at each timeline (90 / 60 / 30 / 14 / 7 days)?
4. Force majeure clause?
5. COVID / pandemic policy (if not in force majeure)?
6. Master account billing setup?
7. Cancellation insurance options?

```

How to use this template

Quick answer (40–60 words): Three ways to use: (1) copy/paste into Easy RFP as a custom template (5-minute setup), (2) email directly as a Word/PDF doc, (3) reference as an interview script during site visits. Option (1) gives best response-tracking; option (2) is fastest for first-time use; option (3) supplements either.

Q: Can I edit this template? A: Yes — fully editable. Add/remove sections to fit your event.

Q: Does Easy RFP have this built in? A: Yes — "SKO Template" is one of our default templates in Pro and Team tiers.

Q: Should we send this to all 15 vendors? A: Yes — same template to all ensures apples-to-apples comparison.

Q: How long until we get responses? A: Typical: 5–10 business days. Set a deadline in your RFP cover note.

Sources

• General MICE RFP best practices
• Easy RFP /docs/templates/

CTA

Import this SKO template to Easy RFP — included in Pro and Team.

Related deep-dive: sales kickoff RFP template — Pair the budget template with the RFP template for end-to-end SKO planning.