Sample RFI

Hotel RFI

Location: [City, State]

Dates: [Mon-Thurs. Usually in Feb]

Time: 8am-5:30pm daily

How many: 250 people with tables and chairs.

Room Reservation Information: Rooms will be needed from [Dates]. We would like to extend the conference rate to the weekend before and after.

Extremely tentatively:
 [Sunday before]: 20
 [Monday]: 60
 [Tues]: 60
 [Wed]: 60
 [Thurs]: 20

Meeting Room Setup:

   * a large room that will fit up to 250 people in half rounds (5-7 each round) or in rows with tables.
   * possibility of 4 or more rooms 30-50 people each for Mon-Thurs.
   * if possible, separate dining space for lunch only

Technology needs:

   See separate document for bandwidth and wifi requirements.
   Microphones: 3 wireless
   Projection/Screens: We will need an 8-10' screen. 
   The ability to provide our own equipment.

Catering:

[Mon]: No food needed. (Pre-Conference)

[Tues]: Coffee/Continental Breakfast
       AM Break
       Lunch
       PM Break

[Wed]: Coffee/Continental Breakfast
       AM Break
       Lunch
       PM Break

[Thur]: Coffee/Continental Breakfast
       AM Break
       Departing Snack?

Other Info:

   * Must have Vegetarian, Vegan and Non-Gluten options and be able to deal with food allergy requests.
   * Rooms need to be separated enough for business meeting conversations to happen. If the room is separated with divider, needs to be fairly sound-proof.

Contact info: [Your info]