Accepted Practices Exchange

RFP Templates

Five APEX-standard Request for Proposal templates — Single Facility, Audio Visual, Destination Management, Service Contractor, Transportation. All five share a common spine and add procurement-specific Section III. 2026 Edition adds sustainability, accessibility, cybersecurity, and AI-enabled service criteria.

Single Facility

Venue selection — location, dates, guest rooms, function space, F&B, recreation, concessions.

21 pages · 5 sections

Audio Visual

General function & plenary AV, equipment inventory, recording, rehearsals, technical requirements.

19 pages · 5 sections

Destination Management

Staffing, meet-and-greet, transportation, shuttles, tours, special events, theming.

20 pages · 5 sections

Service Contractor

Booth services, drayage, labor categories, exhibitor kit, floor management.

18 pages · 5 sections

Transportation

Vehicle types, routes, schedules, accessibility, insurance requirements.

18 pages · 5 sections

Use the Single Facility RFP when…

You are sourcing one venue to host the entire event. Covers location preferences, date alternates, guest room block, function space, F&B budget, recreation amenities, and concessions. Most comprehensive of the five RFPs.

Download Template (PDF) Open Editable HTML
I
Contact Info
II
Event Profile
III
Facility Reqs
IV
Proposal Specs
V
Proposal Content
Sample scenario: 2026 Global Healthcare Innovation Summit, 2,500 attendees, Chicago citywide.
Source a single citywide-class facility for a 2,500-attendee annual healthcare summit; 4-year contract preferred.General description & contract length
5,200—
1,850—

Preferred Facility Type

Conference CenterConvention Center HotelResort RestaurantUnique VenueOther
28,000—
2,500—
22 ft—
14—

Recreation: Required (multi)

Fitness CenterBeach GolfPoolSpa

2026 Sustainability Standards Required (multi)

EIC Sustainable Event Standards alignment Carbon footprint reporting Single-use plastic elimination Waste diversion ≥ 75% ISO 20121B-Corp

The full template includes guest-room day-by-day chart, full function-space schedule, F&B budget breakdown, accessibility, cybersecurity, and AI-enabled service criteria.

Use the Audio Visual RFP when…

You are sourcing an AV / production partner. Covers general function AV, plenary/general session production (staging, recording, rehearsals), and a 28-line equipment inventory aligned to 2026 (legacy ISDN/T-1/VHS removed).

Download Template (PDF) Open Editable HTML
I
Contact Info
II
Event Profile
III
AV Reqs
IV
Proposal Specs
V
Proposal Content
Sample scenario: Hybrid keynote with full LED-wall production, 6-language live translation, AI session summaries for on-demand publishing.
Full-production AV for 4-day conference: 1 plenary (2,500-seat), 14 concurrent breakouts, hybrid streaming, live captioning, real-time translation in 6 languages.—
2,500—
14 concurrent—

Equipment Required (sample, all 28 in template)

Wireless lavalier mics ×24 LED video wall (12m × 4m) Switchers / vision mixers ×3 Streaming / hybrid bridge Live captioning system Translation booths ×6 Truss / rigging Confidence monitors ×8

2026 AI Services Optional (multi)

AI session summaries AI-generated transcripts Real-time live translation On-demand publishing pipeline AI matchmaking Sentiment analytics

Full template includes 28-line equipment inventory schedule with quantities, days, and notes per category.

Use the Destination Management RFP when…

You are sourcing a DMC for ground operations: airport meet-and-greet, transportation, inter-hotel shuttles, daytime/evening tours, themed events, gifts, and entertainment.

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I
Contact Info
II
Event Profile
III
DMC Reqs
IV
Proposal Specs
V
Proposal Content
Sample scenario: Citywide healthcare summit, 2,500 attendees, ORD/MDW arrivals, 6-property inter-hotel shuttle, optional architecture tour and dine-around.

Event Proposal Overview (multi-select, all 20 in template)

Daytime / Evening Tours Dine-Around Meet & Greet Transportation Staffing Themed Event DécorEntertainment GamingGifts GolfGuest Programs Off-PropertyOutdoor Activities SpeakersTeam-Building Top-Name ActYouth — In-House Youth — Off-SiteOther
1,820 (peak: 14:00–18:00 CT)—
6 properties + Convention Ctr—
2 architecture, 1 culinary, 1 dine-around—

Full template includes day-by-day staffing chart, M&G manifest table, transportation schedule, shuttle frequency tracker, and 12-row tour/activity matrix.

Use the Service Contractor RFP when…

You are sourcing a General Service Contractor for booth services, drayage, labor, exhibitor kit, and floor management. Covers carpenters, riggers, forklift operators, decorators, and material handlers.

Download Template (PDF) Open Editable HTML
I
Contact Info
II
Event Profile
III
Service Reqs
IV
Proposal Specs
V
Proposal Content
Sample scenario: 312 booths on 142,000 gross sq ft floor at McCormick West, mixed pipe-and-drape and hard-wall, drayage from advance warehouse + direct-to-show.

Services Required (multi-select, all 16 in template)

Booth design & fabrication Pipe-and-drape rental Carpeting & aisle carpet Drayage / material handling Floor plan management Show-site labor coordination Exhibitor kit production Lead retrieval system Furniture rental Signage & graphics Cleaning services Booth I&D Lighting / electrical coord. Forklift / rigging Storage of empties Other
312—
142,000—
68,000 lbs—

Full template includes 12-row labor category table (carpenters, riggers, forklift, decorators, etc.) with day-shift hours, OT thresholds, and notes.

Use the Transportation RFP when…

You are sourcing a transportation provider for airport-to-hotel shuttles, inter-hotel shuttles, evening event transport, or VIP ground service. Covers vehicle specs, route schedules, accessibility, and insurance.

Download Template (PDF) Open Editable HTML
I
Contact Info
II
Event Profile
III
Transport Reqs
IV
Proposal Specs
V
Proposal Content
Sample scenario: 1,200-attendee 3-day conference, 12 routes between 6 hotels and convention center, ORD/MDW airport shuttle, EV/hybrid preferred.

Vehicle Class Required (multi)

Motor Coach (40–55 pax) Mini-bus (15–25 pax) Accessible vehicle (lift-equipped) Electric / hybrid (sustainability) Sedan SUV Van Limousine
1,200—
12 (6 hotels × peak hours)—
3 + arrival/departure—
3.5%—
5–10 mins—
15–20 mins—

Full template includes vehicle specifications matrix, 5-row route schedule table, driver/operations subsection, accessibility & insurance.