# Sales kickoff RFP template — what generic templates miss > Free download from Easy RFP — https://easyhotelrfp.com/tools/sko-rfp-template/ > > Replace each `___________` with your event details, then email to 6–12 hotels. ## About this template A sales kickoff is not a regular conference. It's plenary energy + breakout depth + evening showcase + awards moment, often compressed into 2–3 days with 80–300 attendees. Generic RFP templates miss four things SKOs always need: plenary AV that supports the keynote (not just a screen and mic), breakout schedule with parallel sessions (rooms × time slots × capacities), evening venue option that's separate from the daytime space, and awards reception with stage + lighting requirements. This template is built specifically for the SKO archetype. --- ## Section 1 — SKO basics **Why this section:** SKOs have more dimensions than a generic conference (audience splits, partner attendance, theme-driven branding). Capture all of them upfront so hotels can quote production-grade rather than basic-conference. - SKO theme / title: ___________ - Total attendee count (peak day): ___________ - Sales rep count: ___________ - Manager count: ___________ - Executive count: ___________ - Spouses / partners attending any portion (Yes / No / Some sessions): ___________ - Arrival pattern (e.g. 80% day-1 evening, 20% day-2 morning): ___________ - Departure pattern: ___________ - Number of full days on-site: ___________ ## Section 2 — Plenary requirements **Why this section:** The plenary stage is the SKO's reason to exist. Hotels with weak AV in the main room shouldn't bid; stating these requirements up-front filters them. - Plenary capacity (theatre-style, full attendee count): ___________ - Stage size required (m × m): ___________ - Stage type (riser / built-up / hotel-fixed): ___________ - Lighting requirements (LED wash / key lights / follow-spot / gobo branding): ___________ - Backdrop space / branded set wall (m wide × m tall): ___________ - Presenter monitors / confidence screens (qty): ___________ - PA system + walk-in music capable: ___________ - Hardline internet to stage (vs Wi-Fi): ___________ - Tech production model (full external production / hotel AV sufficient): ___________ - Rehearsal day / hours before event: ___________ ## Section 3 — Breakout requirements **Why this section:** Without a schedule grid, hotels can't quote AV staffing or coffee-break flow. The grid (rooms × slots × capacity) is the most important diagnostic of how the day actually runs. - Number of breakout rooms simultaneously: ___________ - Capacity per breakout room: ___________ - Schedule grid (e.g. 4 rooms × 3 time slots × 30 attendees = 360 slot capacity/day): ___________ - AV per breakout room (mic / screen / Wi-Fi / projector): ___________ - Adjacency requirement (same floor as plenary / different floor / different building): ___________ - Setup style per breakout (theatre / classroom / u-shape / pods): ___________ - Refresh time between sessions (15 min / 30 min): ___________ ## Section 4 — Awards reception scope **Why this section:** Awards moment is the emotional peak of the SKO. Hotels can't quote a 200-pax stage+AV+lighting awards dinner accurately as an afterthought. - Awards reception applicable (Yes / No): ___________ - Capacity for awards dinner (seated / cocktail-and-stand / mixed): ___________ - Trophy presentation stage + dimensions: ___________ - AV needs (video VT playback / music / mic / live camera): ___________ - Lighting (gobos for branding / awards reveal effect / spotlight): ___________ - Dinner style (plated / grazing / family-style / station): ___________ - Number of award categories (typical 6–12): ___________ - Order-of-show (cocktail → seated → first-half awards → main → second-half awards): ___________ ## Section 5 — Evening event venue **Why this section:** Same room day and night burns the audience. Separate evening space (or same room with theatrical reset) is the difference between "another day" and "this is special." - Separate venue for evening reception required (Yes / No): ___________ - Indoor / outdoor / either: ___________ - Capacity: ___________ - F&B style (passed canapés / stations / plated / family-style): ___________ - Bar (open / consumption / cap): ___________ - DJ / band / live music required: ___________ - Décor / theming budget separate from F&B: ___________ - Weather contingency if outdoor (indoor backup, no extra fee): ___________ ## Section 6 — Accommodation **Why this section:** SKOs need standard room block PLUS executive-tier rooms for leadership. State both. - Total room-nights: ___________ - Standard rooms (qty per peak night): ___________ - Junior suites (qty): ___________ - VIP suite for CEO / CRO (yes — qty): ___________ - Executive floor block for leadership team (qty): ___________ - Comp ratio requested (typical 1 per 50): ___________ - Ground-floor / accessibility rooms for mobility needs: ___________ - Late-checkout for organiser team (until ____): ___________ ## Section 7 — F&B — SKO-specific **Why this section:** Energy management matters more than at a regular conference. SKOs need coffee every 90 min, lunch that's working-lunch fast, dinner that builds toward the awards peak. - Coffee breaks every 90 min (count): ___________ - Lunch style (boxed / buffet / family-style — NOT plated 90-min meal): ___________ - Welcome dinner (Day 0 evening): ___________ - Awards dinner (Day 1 or 2): ___________ - Casual close dinner (last day): ___________ - Dietary ratios (vegetarian, vegan, gluten-free, halal, kosher %): ___________ - Hosted bar (window / cap): ___________ ## Section 8 — Optional: airport shuttle **Why this section:** Sales reps from 8 cities will lose 2 hours each to taxi queues. Shuttle saves ~€2,500 of collective time on a 100-pax SKO and reduces no-shows. - Single primary airport for shuttle service: ___________ - Arrival window coverage (e.g. 16:00–22:00 day 0): ___________ - Departure window coverage: ___________ - Estimated reps using shuttle (% of total): ___________ - Shuttle quote per pax round-trip expected (€): ___________ ## Section 9 — Pricing — SKO tiered **Why this section:** Same tiered structure (rate / rate+group / rate+group+concessions) but ask for a per-attendee fully-loaded number too. CFO will ask for it later — pre-empt it. - Layer 1 — Rack rate (per room/night): ___________ - Layer 2 — Group rate (no concessions): ___________ - Layer 3 — Group rate + full concessions package: ___________ - Per-attendee fully-loaded (rooms + F&B + meeting + AV) (€/pax): ___________ - Currency + net or gross: ___________ - Quote validity: ___________ ## Section 10 — Attrition + cancellation **Why this section:** SKOs have specific cancellation risks (weather for outdoor reception, sales reorg can drop 20% headcount in 2 weeks). Standard attrition + SKO-specific weather backup. - Required slippage at 30 days (we ask: ≥ 80%): ___________ - Required slippage at 14 days (≥ 50%): ___________ - Required slippage at 7 days (≥ 20%): ___________ - Force-majeure language (post-COVID standard, deposit refund ≤ 30d): ___________ - Weather contingency for outdoor evening (indoor backup at no extra fee): ___________ - Headcount drop tolerance (sales reorg risk): ___________ ## Section 11 — Scoring matrix — SKO weights **Why this section:** Plenary AV is heavier-weighted than a generic conference because the stage moment is the SKO's reason to exist. Use these weights or override. - Plenary AV — weight (we recommend 25%): ____ % - Breakout count + capacity — weight (rec 15%): ____ % - F&B (energy + dietary) — weight (rec 15%): ____ % - Total cost — weight (rec 30%): ____ % - Location (airport / brand fit) — weight (rec 15%): ____ % - Total: 100% ## Section 12 — Decision timeline **Why this section:** SKO planning typically runs 4 weeks RFP send to signed contract. Spell it out so hotels know when to chase, not assume forever. - RFP issued (today): ___________ - Hotel proposal deadline (7 days): ___________ - Site visits with finalists (week 2): ___________ - BAFO round if scores tight (week 3): ___________ - Contract signed by (week 4): ___________ --- ## How to use this template 1. Copy the template into Word, Google Docs, or any text editor. 2. Walk through your agenda day-by-day before sending — every breakout slot needs a room, AV, and capacity number filled in. 3. Send to 5–8 hotels (SKOs are pickier than generic conferences — fewer hotels, deeper conversations). 4. Insist on site visits before final selection. Plenary AV cannot be evaluated from a deck. 5. Score using the SKO-weighted matrix (plenary AV 25%, not 10%). ## Common mistakes to avoid - Treating SKO like a generic conference. The plenary moment is everything — under-weighting it leads to a budget-friendly hotel with bad acoustics and a tiny stage. - Forgetting the awards reception in the initial RFP. Hotels can't quote a 200-pax stage-and-AV awards dinner accurately as an afterthought. - Skipping airport shuttle pricing. Sales reps coming in from 8 cities will lose 2 hours each to taxi queues; shuttle saves ~€2,500 of collective time on a 100-pax SKO. - Accepting plenary capacity at "theatre style 120" without confirming line-of-sight from back row. Pillars and chandelier obstructions ruin keynote energy. --- _Easy RFP — automate this entire workflow at https://easyhotelrfp.com/_ _Free plan: 1 RFP per month, no credit card required._