# Awards gala RFP template

> Free download from Easy RFP — https://easyhotelrfp.com/tools/awards-gala-rfp-template/
>
> Replace each `___________` with your event details, then email to 6–12 venues.

## About this template

Awards galas have a specific dramatic structure: arrivals → cocktail → seated dinner → awards ceremony → afterparty. Each phase has different needs: arrivals need photo position, cocktails need flow, dinner needs efficient service so the ceremony starts on time, awards need broadcast-grade production with rehearsal time, afterparty needs separate space. This template captures the awards-specific elements generic templates miss.

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## Section 1 — Awards basics

**Why this section:** Industry awards (B2B) and internal employee awards (B2C from company POV) need different venues, different press handling, different sponsor scope.

- Awards type (industry B2B / internal employee B2C / mixed): ___________
- Number of categories (typical 6–15): ___________
- Number of recipients per category (typical 1 winner + 2–3 finalists): ___________
- Total nominees expected on stage: ___________
- Total attendee count: ___________
- Plus-ones / partners attending (Yes / qty): ___________
- Industry / sector: ___________

## Section 2 — Venue requirements — gala-grade

**Why this section:** Many "ballrooms" have 3m drop ceilings that ruin truss lighting. State requirements upfront.

- Capacity at rounds of 10 (standard): ___________
- Capacity at rounds of 8 (premium spacing): ___________
- Stage size required (typical 8m × 6m for 100+ attendee): ___________
- Ceiling height for trussed lighting (we ask: ≥ 4m): ___________
- Backdrop / set-up wall for branding (m × m): ___________
- Pillar-free sightlines (Yes / No): ___________

## Section 3 — Stage production

**Why this section:** The stage IS the gala. Any compromise on production shows on camera. Lock specs.

- Stage build (raised platform / dress kit / branded backdrop): ___________
- Lighting (LED wash / key lights / follow-spot for recipients): ___________
- Reveal effects (uplighting on trophy table, gobo branding on floor): ___________
- Stage entry / exit choreography (single ramp / dual): ___________
- Production trial run before doors open (Yes / hours): ___________

## Section 4 — AV — broadcast-grade

**Why this section:** Awards lives on social media. Same-night clips drive 3× engagement vs next-day. Broadcast grade is non-negotiable.

- Multiple cameras (front / side / ceremony close-ups — qty): ___________
- Live recording (Yes / format / deliverable): ___________
- Live IMAG screens (back-of-room visibility): ___________
- Lapel mics for presenters (qty): ___________
- Handheld for recipients: ___________
- VT playback for nominee videos: ___________

## Section 5 — Ceremony flow

**Why this section:** A ceremony that runs poorly is the headline takeaway, not the awards themselves. Lock rehearsal + flow.

- Pre-event rehearsal time (we ask: 2–3h afternoon-of): ___________
- Backstage / green room for presenters: ___________
- Trophy storage (pre-ceremony) and reveal mechanism: ___________
- Acceptance speech timing protocol (we cap: 60s): ___________
- Run-of-show cues handled by (us / venue): ___________

## Section 6 — F&B — gala timing

**Why this section:** Dinner that runs over kills the ceremony start. State timing windows so the kitchen plans accordingly.

- Cocktail reception duration (typical 60–75 min): ___________
- Seated dinner duration (typical 90–120 min — must finish ON TIME): ___________
- Course count (typical 3): ___________
- Dietary accommodations: ___________
- Wine pairing or open bar: ___________
- Coffee + petit fours during ceremony (so attendees keep watching): ___________

## Section 7 — Photography / videography

**Why this section:** Same-night image delivery is the #1 social-media accelerator for galas. State SLA so photographer staffs accordingly.

- Red-carpet arrivals photographer (Yes / qty): ___________
- Step-and-repeat / press wall (size + sponsor logos): ___________
- Ceremony stage photographer (multiple angles — qty): ___________
- Recipient post-win portrait area: ___________
- Same-night image delivery for social media (Yes / SLA): ___________
- Videographer for full ceremony deliverable: ___________

## Section 8 — Afterparty space

**Why this section:** Reset of dinner room takes 60+ min and breaks energy. Separate room is worth the cost.

- Separate room or transformed dinner space (separate preferred): ___________
- Different vibe (DJ / lounge furniture / late bar): ___________
- Capacity (typical 60–80% of gala attendees): ___________
- Hours (typical 22:00–02:00): ___________
- Late-night F&B refresh: ___________

## Section 9 — Honoree experience

**Why this section:** Honoree-class treatment is part of why winners attend galas. State expectations so venue blocks suites early.

- Premium hotel rooms for category winners (qty): ___________
- Suites for headline / lifetime achievement awards (qty): ___________
- Dedicated VIP host for honorees (Yes / role): ___________
- Trophy storage and shipping logistics post-event: ___________
- Personalized welcome amenity in room: ___________

## Section 10 — Brand integration

**Why this section:** Sponsor revenue offsets production cost. State scope so venue knows what's allowed.

- Sponsor signage scope (entry banner, table tents, screen logo rotation): ___________
- Sponsor F&B branding (named cocktail, branded canapé): ___________
- Lead capture for sponsor activations: ___________
- Sponsor lounge / activation space: ___________
- Sponsor mention protocol (during ceremony): ___________

## Section 11 — Pricing — gala tiered

**Why this section:** Production is the highest variability. Get production quotes alongside venue.

- Layer 1 — Per-pax base (venue + F&B + base AV) (€): ___________
- Layer 2 — + Production package (€): ___________
- Layer 3 — + Broadcast AV + photographer + afterparty (€): ___________
- Production sourced separately (Yes / hotel in-house): ___________
- Service charge + tax transparency: ___________
- Quote validity: ___________

## Section 12 — Logistics + insurance

**Why this section:** Trophies are insured separately. Production gear has liability. Force-majeure has its own clause. State up-front to avoid contract surprises.

- Loadin window (typical 8–12h pre-event): ___________
- Trophy insurance during transit and event: ___________
- Liability insurance for stage / production equipment: ___________
- Force-majeure clause (post-COVID standard): ___________
- Cancellation refund schedule: ___________

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## How to use this template

1. Send 4–6 months out. Awards galas book premium venues 6–12 months in advance.
2. Visit 2–3 venues at evening light. The ambience that matters is night-time, not daytime.
3. Involve production company before venue selection. Stage AV requirements drive venue suitability.
4. Run a tech rehearsal afternoon-of (2–3h minimum). Cuts day-of issues by 70%.
5. Plan ceremony timing tight. Awards events that run over schedule lose attendees to early-departure flights.

## Common mistakes to avoid

- Underestimating ceiling height. Truss lighting needs ≥ 4m.
- Not getting same-night photo delivery.
- Skipping rehearsal. A ceremony that runs poorly is the headline takeaway, not the awards themselves.
- Booking afterparty space same room as dinner. Reset takes 60+ min and breaks energy.

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