# Corporate Christmas party RFP template > Free download from Easy RFP — https://easyhotelrfp.com/tools/christmas-party-rfp-template/ > > Replace each `___________` with your event details, then email to 4–6 hotels. ## About this template European corporate Christmas parties have a planning problem: most teams start in October for an early-December event, leaving 8 weeks to source venue, contract F&B, book entertainment, and confirm logistics. Venue inventory at the prime December dates is brutal — peak December weekends (8th, 15th) are typically booked 9 months out. This template gets quotes back fast (5 days) and forces venues to commit on the things that wreck December events: service charge transparency, dietary accommodation, contingency for last-minute attendee count changes, entertainment loadin/loadout windows. --- ## Section 1 — Event basics **Why this section:** Moving from Saturday Dec 14 to Friday Dec 13 can drop venue cost 20–30%. Stating flexibility upfront unlocks better pricing. - Preferred event date: ___________ - Alternate dates accepted: ___________ - Total attendee count: ___________ - Plus-ones / partners (% taking — typical 30–50%): ___________ - Total headcount including plus-ones: ___________ - Event format (cocktail / seated dinner / dinner+entertainment / mixed): ___________ - Start time: ___________ - End time: ___________ ## Section 2 — Venue requirements **Why this section:** Capacity miscalculation is the #1 December disaster. State seated vs cocktail config so the venue quotes the right room. - Venue capacity required (seated): ___________ - Venue capacity required (cocktail standing): ___________ - Configuration (cocktail / seated / mixed): ___________ - Dance floor required (Yes / No — size m × m): ___________ - Dress-code level (smart casual / cocktail / black-tie): ___________ - Coat / cloakroom capacity: ___________ - Step-free / wheelchair accessibility: ___________ ## Section 3 — F&B — service style **Why this section:** Service style sets the energy. Passed canapés keep the room moving; plated 4-course pins everyone for 90 min. - Cocktail reception duration (minutes): ___________ - Passed canapés volume (typical 8 pieces/pax / 90 min): ___________ - Seated dinner courses (3 / 4): ___________ - Dessert format (plated / dessert station / passed): ___________ - Late-night refresh (mini-burgers, fries, etc — Yes / No): ___________ - Vegetarian, vegan, gluten-free, halal, kosher ratios: ___________ ## Section 4 — F&B — beverage package **Why this section:** Open bar is the line item most likely to surprise on the bill. Define tier and window upfront. - Open bar tier (house / premium / super-premium): ___________ - Open bar window (hours — typical 4–5h): ___________ - Wine pairing for dinner (glasses guaranteed/pax): ___________ - Spirits / cocktails included: ___________ - Non-alcoholic mocktail program (15–30% sober — Yes / No): ___________ - Hosted bar cap (€) or unlimited: ___________ ## Section 5 — F&B — service charge transparency **Why this section:** Some venues quote €120/pax then add 20% gratuity + 8% tax → real per-pax is €157. Demand the breakdown in writing or you'll get burned. - Quoted F&B per-pax (€): ___________ - Service charge % (typical 18–22%): ___________ - Tax % (VAT / city tax): ___________ - Real walking-out-the-door per-pax: ___________ - Gratuity policy (included / discretionary / mandatory): ___________ ## Section 6 — Entertainment **Why this section:** Bands and DJs double-book; some respond to the higher bidder mid-month. Lock the scope and loadin window upfront. - Format (DJ / band / both / none): ___________ - DJ equipment (DJ-provided / venue-provided): ___________ - Band stage size (m × m): ___________ - Sound system specs required: ___________ - Loadin window (hours pre-event — typical 2h): ___________ - Photographer (Yes / No — hours / deliverable timeline): ___________ - Photo booth (Yes / No — props / branded backdrop): ___________ ## Section 7 — AV requirements **Why this section:** Even a "casual" Christmas party usually has a CEO toast, awards moment, or video tribute. Build for that, even if you cut it later. - Stage size for speeches (m × m): ___________ - Screen for video tribute / playback: ___________ - Lapel mic for speech-givers (qty): ___________ - Background music system (separate from DJ/band): ___________ - Speech / awards lighting (key lights, pin-spot): ___________ - Ambient lighting (string lights, candlescape, uplighting): ___________ ## Section 8 — Decor + ambience **Why this section:** December venues vary enormously — some come fully decorated, others hand you a bare ballroom. State expectations to avoid €5k surprise decor budget. - Venue Christmas decor (included / extra cost / BYO): ___________ - Preferred theme (modern / traditional / black-tie / themed): ___________ - Centrepieces (venue standard / custom / BYO florist): ___________ - Photo wall / step-and-repeat for arrivals: ___________ - Branded signage allowed: ___________ ## Section 9 — Logistics **Why this section:** Christmas events end late and people drink. Cloakroom, transport, and accessibility need to be solved or the night ends badly. - Cloakroom capacity (must match attendee + plus-ones): ___________ - Coat-check staffing: ___________ - Late-night transport options (taxi rank / rideshare meeting point): ___________ - Hotel block for attendees needing a room (qty + rate): ___________ - Wheelchair accessibility (entrance, restroom, dance floor): ___________ ## Section 10 — Cancellation + force-majeure **Why this section:** December is vulnerable to flu surges + snow. Negotiate stronger refund terms than typical events — December insurance. - Required full refund window (we ask: 30 days out): ___________ - 14-day cancellation refund % (we ask: 50%): ___________ - 7-day cancellation refund % (we ask: 0–25%): ___________ - Pandemic / public health clause (full refund right): ___________ - Weather contingency for outdoor reception (indoor backup, no extra fee): ___________ ## Section 11 — Pricing — required tiered **Why this section:** Headline-only quotes (€120/pax) hide service charge + tax. Insist on apples-to-apples walking-out-the-door cost. - Layer 1 — F&B per-pax (excl. service + tax): ___________ - Layer 2 — Beverage package per-pax: ___________ - Layer 3 — Entertainment + AV (flat): ___________ - Layer 4 — Decor / extras (flat): ___________ - Service charge %: ___________ - Tax %: ___________ - Total walking-out-the-door per-pax (€): ___________ - Currency + quote validity: ___________ ## Section 12 — Decision criteria **Why this section:** Christmas weights are different from a generic event — ambience and photo-readiness matter as much as cost. Use these or override. - Total cost per pax — weight (rec 35%): ____ % - Venue ambience / photo-readiness — weight (rec 20%): ____ % - F&B quality (incl. dietary) — weight (rec 15%): ____ % - Entertainment scope — weight (rec 15%): ____ % - Location / late-night transport — weight (rec 15%): ____ % - Total: 100% --- ## How to use this template 1. Send 5–7 weeks before the event. Earlier = better venue choice; later = pay the December premium. 2. Send to 4–6 venues max. Christmas inventory is constrained; sending to 12 means most won't bother quoting. 3. Insist on tasting before final commit if F&B is a ≥30% weighted criterion. December menus aren't year-round menus. 4. Confirm entertainment 21 days out. Bands and DJs double-book. 5. Lock final headcount at 14 days, but negotiate ±10% flex without re-pricing. ## Common mistakes to avoid - Sending RFP after October. Venues have already booked their best F&B teams to highest bidders by November. - Accepting "service charge" without a specific percentage in writing. December bills come in 30% above expected. - Skipping the dietary line. December menus pivot to roasts and traditional comfort food — vegan/gluten-free options often forgotten until 5 days before. - No backup for outdoor reception. Even "covered terrace" needs explicit wind/rain plan in writing. --- _Easy RFP — automate this entire workflow at https://easyhotelrfp.com/_ _Free plan: 1 RFP per month, no credit card required._