# Workshop RFP template — single-day working sessions

> Free download from Easy RFP — https://easyhotelrfp.com/tools/workshop-rfp-template/
>
> Replace each `___________` with your event details, then email to 3–5 venues.

## About this template

A workshop is a doing event. Attendees aren't watching a stage — they're brainstorming, building, discussing in small groups. That changes the venue brief radically. Cabaret seating beats theatre, whiteboards everywhere beat one screen, coffee available continuously beats two scheduled breaks, and lunch should feel like a refuel not a 90-minute formal meal. This template captures the workshop-specific things generic templates miss.

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## Section 1 — Workshop basics

**Why this section:** Workshop format dictates room layout. Deep-work-focused needs different room than interactive-collaborative.

- Number of attendees: ___________
- Single-day or 1.5-day: ___________
- Workshop theme / agenda summary: ___________
- Energy level (deep-work focused / interactive collaborative / mixed): ___________
- Number of facilitators / leads: ___________
- Remote attendees joining hybrid (Yes / No / qty): ___________

## Section 2 — Room layout

**Why this section:** Theatre seating kills a workshop. Cabaret or pods + movable furniture is non-negotiable. State this upfront so the venue doesn't quote a fixed-seat ballroom.

- Setup style (cabaret / pods / u-shape — NOT theatre): ___________
- Group size per pod / table (typical 4–6 / 6–8): ___________
- Movable furniture required (chairs + tables): ___________
- Wall space for sticky notes / flipchart (m linear): ___________
- Materials brought by us / supplied by venue: ___________

## Section 3 — AV — workshop-specific

**Why this section:** Multiple displays, wireless casting, strong Wi-Fi — workshop AV looks nothing like keynote AV.

- Multiple displays (1 per group of 6–8): ___________
- Wireless presentation casting (every laptop): ___________
- Wi-Fi capacity (concurrent users — must support 2× attendee count): ___________
- Hybrid camera / mic setup (if remote attendees): ___________
- Hardline ethernet for facilitator: ___________
- Recording for post-workshop documentation: ___________

## Section 4 — Materials

**Why this section:** Materials shortage at hour 3 derails a workshop. State quantities so the venue doesn't bring 1 marker per table.

- Flipcharts (typical 4–8 for 30 pax): ___________
- Markers (assorted colours, non-toxic): ___________
- Sticky notes (Post-it 3×3 in 4 colours minimum): ___________
- Sharpies for table tents (qty): ___________
- Whiteboards / mobile (qty): ___________
- Other materials (printed handouts, badges, name plates): ___________

## Section 5 — F&B — continuous

**Why this section:** Energy management. Workshops fail when attendees crash. Continuous coffee + healthy snacks beats two scheduled breaks.

- Coffee / tea station (continuous Yes / scheduled-only): ___________
- Pastries / fruit / yogurt at start: ___________
- Cold drinks refreshed continuously (water, sparkling, soft): ___________
- Healthy snacks mid-afternoon (energy bars, nuts, fruit): ___________
- Branded water bottles / mugs (Yes / No): ___________

## Section 6 — F&B — lunch

**Why this section:** Working lunch keeps the day moving. Plated 90-min meal kills the afternoon. Specify format upfront.

- Lunch format (boxed / buffet / station — NOT plated 90-min): ___________
- Lunch duration (typical 45–60 min): ___________
- Vegetarian, vegan, gluten-free, halal portions (clearly labelled for self-serve): ___________
- Hot vs cold options: ___________
- Coffee / tea continued through lunch: ___________

## Section 7 — Breakout space

**Why this section:** Parallel tracks need adjacent breakouts, not a different floor. State adjacency requirement.

- Number of breakout rooms (if parallel tracks): ___________
- Capacity per breakout: ___________
- AV per breakout (mic / screen / Wi-Fi): ___________
- Adjacency requirement (same floor / adjacent corridor): ___________
- Setup style per breakout (cabaret / u-shape): ___________

## Section 8 — Quiet / phone room

**Why this section:** Attendees take calls during breaks. A quiet phone room saves them stepping outside in rain or talking loudly in the lobby.

- Dedicated quiet room available (Yes / No): ___________
- Capacity (typically 4–8): ___________
- Hours available: ___________
- Distance from main workshop room: ___________

## Section 9 — Tech setup window

**Why this section:** Pre-event setup is tight at workshops. State who handles room setup so there's no day-of confusion.

- Pre-event setup time (typical 2h before start): ___________
- Setup handled by (us / hotel staff): ___________
- Hotel-staff setup fee expected (€350–650 typical): ___________
- Tech check window: ___________
- Materials drop-off the night before (Yes / No): ___________

## Section 10 — Pricing — DDR (Day Delegate Rate)

**Why this section:** DDR is the standard European workshop pricing model: room + AV + lunch + 2 coffee breaks + standard materials. Compare DDR not à la carte for true cost transparency.

- Day Delegate Rate (€/pax): ___________
- Includes (room + AV + lunch + 2 coffee breaks + standard materials Yes / No): ___________
- DDR add-ons priced separately (extra coffee, premium lunch, hybrid AV): ___________
- Setup fee (if any): ___________
- Service charge + tax included in DDR (Yes / itemise): ___________

## Section 11 — Cancellation

**Why this section:** Single-day cancellation is more forgiving. Reschedule right beats refund — venues prefer it too.

- Full refund window (we ask: ≥ 14 days): ___________
- 7-day cancellation refund % (we ask: 50%): ___________
- 48-hour cancellation refund % (we ask: 0%): ___________
- Reschedule right (no penalty within X days): ___________

## Section 12 — Confirmation timeline

**Why this section:** Workshops are typically scoped on a tight timeline. State the timeline so the venue knows when to chase.

- RFP response deadline (5 days): ___________
- Decision deadline (7 days): ___________
- Final attendee headcount lock (5 days before event): ___________
- Headcount flex tolerance (we ask: ±10% no re-pricing): ___________
- Contract signed by: ___________

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## How to use this template

1. Send to 3–5 venues 4–6 weeks out. Workshops fit shorter lead times than conferences.
2. Compare on DDR, not à la carte.
3. Visit the room. Cabaret-friendly furniture or theatre-only with bolted seats — that decides whether the workshop functions.
4. Confirm Wi-Fi capacity. Get the actual concurrent user count, not "hotel-wide Wi-Fi available."
5. Lock attendee count 5 days out — workshops typically have ±10% flex without re-pricing.

## Common mistakes to avoid

- Booking a theatre-style room because it's cheaper. The workshop cannot function in theatre seating.
- Accepting "continental breakfast" without specifics. Continental can mean 4 muffins for 30 people.
- Skipping the Wi-Fi capacity test. A workshop with 30 laptops on a 12-device router is a connectivity disaster.
- Booking the wrong day. Avoid Mondays and Fridays. Tue-Thu is workshop sweet spot.

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