# Product launch event RFP template

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

## About this template

A product launch is a stage show with a hero — your product. The venue is part of the marketing. Generic event templates don't ask about photogenic space, brand-takeover potential, press accessibility, lifestyle partnership angles, or the production load-in needs of a high-impact reveal moment. This template is built for B2B press launches, B2C consumer launches, and the mixed-press-plus-customers archetype.

---

## Section 1 — Launch model

**Why this section:** B2B and B2C press behave differently — different time of day, different press kit handling, different F&B style. Pick a model so the venue can plan staffing.

- Launch model (B2B / B2C / Mixed): ___________
- Total attendee count: ___________
- Press attendees count: ___________
- Customer / partner attendees count: ___________
- Internal team attendees count: ___________
- Time of day (morning / afternoon / evening / split sessions): ___________
- Embargo lift time (drives press behaviour): ___________

## Section 2 — Venue requirements — iconic factor

**Why this section:** Every venue wall should be a publishable backdrop. State the iconic style upfront so the venue knows whether it's a fit.

- Iconic style (architectural / heritage / modern art / industrial / garden): ___________
- Photo-readiness (every wall a backdrop — Yes / No): ___________
- Brand-takeover capability (signage, projection, full-room theming): ___________
- Exclusive use vs co-shared: ___________
- Daylight quality at event time: ___________
- Surrounding neighbourhood / street appeal: ___________

## Section 3 — Production space

**Why this section:** Reveal moment requires real production capability. Without truss + DMX + projection, the launch falls flat.

- Stage size for product reveal (m × m): ___________
- Lighting rig capacity (truss + DMX-controlled — Yes / specs): ___________
- Projection mapping capability (Yes / specs): ___________
- Sound system specs: ___________
- Backstage / green room for executives + presenters: ___________
- Rehearsal time pre-event (hours): ___________

## Section 4 — AV — broadcast-ready

**Why this section:** Press livestreams. Customers livestream. The launch lives on social media as much as it does in the room. AV must be broadcast-grade.

- Video walls / LED panels (size + count): ___________
- Cameras for live stream (multi-camera ideally — qty): ___________
- Recording (master file deliverable Yes / format): ___________
- Confidence monitors for stage: ___________
- Tally lights: ___________
- Earpieces for speakers if required: ___________

## Section 5 — Press accessibility

**Why this section:** Press has different needs than customers. Working space, photo position, interview areas — pre-stage these or press leaves frustrated.

- Press room / working space (Wi-Fi, power, quiet): ___________
- Photo position area (raised, sight line to stage): ___________
- Interview areas (private, on-property): ___________
- Press shuttle from city centre (if venue is remote): ___________
- Press parking / drop-off: ___________
- Press kit distribution mechanism: ___________

## Section 6 — Brand takeover assets

**Why this section:** Some assets need 30+ days for permits in EU cities. State scope so venue raises permit issues early.

- Window vinyl: ___________
- Step-and-repeat / interior signage: ___________
- Interior projection: ___________
- Exterior banner / signage: ___________
- Permit lead times (venue knows): ___________
- Removal post-event handled by: ___________

## Section 7 — Cocktail + canapé reception

**Why this section:** The pre-event hour sets the energy. State volumes so the venue staffs correctly.

- Pre-event cocktail duration (typical 30–45 min): ___________
- Canapé volume (8–12 pieces/pax over 60 min): ___________
- Premium beverage program: ___________
- Mocktail offerings: ___________
- Service style (passed for press / station for customers / mixed): ___________

## Section 8 — F&B — main reception

**Why this section:** Format depends on launch model. State it explicitly so the venue commits to staffing.

- Format (cocktail-only / seated dinner / dinner-and-dance for B2C): ___________
- Chef / menu collaboration angle (Michelin partner / celebrity chef / standard): ___________
- Service style: ___________
- Course count (if seated): ___________
- Dietary accommodations (vegetarian, vegan, gluten-free, halal, kosher): ___________
- Beverage scope: ___________

## Section 9 — Press kit + giveaways

**Why this section:** Distribution mechanism affects venue logistics. State so they can plan storage and flow.

- Per-attendee press kit + product samples (qty): ___________
- Storage during event (where in venue): ___________
- Distribution mechanism (table at exit / individual / pre-positioned at seats): ___________
- Temperature-sensitive items (Yes — refrigeration needed): ___________
- Take-home packaging (branded bag): ___________

## Section 10 — Photographer + videographer access

**Why this section:** Same-night image delivery is non-negotiable for product launches. State delivery SLA in the RFP, not after.

- Hotel's photographer included or BYO: ___________
- Number of photographers needed: ___________
- Drone / aerial permission: ___________
- Backstage candid access: ___________
- Same-day delivery requirement (hero shots in 4h): ___________
- Videographer for full event recap: ___________

## Section 11 — Logistics

**Why this section:** A 24h loadin + 24h teardown means the venue is unavailable for other use 48h around your event — confirm this is included not extra.

- Loadin window (typical 24–48h pre-event for full production): ___________
- Loadout window (post-event hours): ___________
- Truck / van access (vehicle size + height clearance): ___________
- Equipment storage day-of: ___________
- Power capacity for production gear (3-phase if big rigs): ___________
- Loading dock vs street unload: ___________

## Section 12 — Pricing — launch tiered

**Why this section:** Production is the highest-variability cost. Get production company quotes alongside venue quotes — venue alone is half the picture.

- Layer 1 — Base venue + standard F&B (€): ___________
- Layer 2 — + Brand takeover assets (€): ___________
- Layer 3 — + Full production package (€): ___________
- Production sourced separately (Yes / hotel in-house): ___________
- Service charge + tax transparency: ___________
- Quote validity: ___________

---

## How to use this template

1. Send 12–16 weeks before launch. Iconic venues book 6–12 months out for premium dates.
2. Visit 3 venues. Photogenic from one angle ≠ photogenic from all angles needed for press coverage.
3. Get production company involved before final venue selection. They'll catch capacity issues hotel sales reps miss.
4. Confirm permit lead times for exterior brand takeover.
5. Build cancellation insurance into contract. Product readiness can shift the launch ±2 weeks.

## Common mistakes to avoid

- Booking on photo alone. Iconic in daylight ≠ iconic in evening lighting setup.
- Forgetting the loadin window. Confirm 48h availability is included not extra.
- Skipping Wi-Fi capacity test. Press livestreaming + 100 phones on Instagram requires enterprise-grade wireless.
- Choosing venue without production company input. Hotel sales reps over-promise on AV; production companies validate.

---

_Easy RFP — automate this entire workflow at https://easyhotelrfp.com/_
_Free plan: 1 RFP per month, no credit card required._