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How to write an RFP
that destinations actually respond to.
Best practices, key data points, and downloadable templates — so you can get your event in front of the right destinations faster.
Destinations are evaluating your event before they ever pick up the phone.
A well-written RFP doesn't just describe your event — it signals that you're organized, serious, and worth their time. Destinations receive hundreds of leads. The ones that generate the most competitive bids are the ones that make the opportunity clear upfront.
"We don't need it to be over the top or visually appealing. We're just looking for a clear outline of your minimum requirements and must-haves. That's what gets us to respond."
What makes a strong RFP
You don't need a beautifully designed document. You need the right information, presented clearly. Here's what separates RFPs that generate real interest from ones that get skipped.
If you have a formal bid document ready, you can attach it directly to your Playeasy RFP and write "please see attached document" in the text fields — we collect the key data points destinations need and make sure those are captured in the platform.
What destinations need to see
These are the fields that matter most. Required fields are the minimum a destination needs to evaluate your event. Recommended fields will significantly increase the quality and quantity of bids you receive.
| Field | Why it matters | |
|---|---|---|
| Event name + brief description | Sets context. 2–3 sentences on what the event is and its history. | Required |
| Event dates or target window | Destinations need to check venue and hotel availability before engaging. | Required |
| Number of participants | Drives venue sizing and economic impact estimates. | Required |
| Hotel rooms on peak night | The #1 metric CVBs use. Even a rough estimate is valuable. | Required |
| Venue type + key requirements | Lets destinations self-qualify. Arena vs. field complex vs. convention center changes everything. | Required |
| Target geography | Specific city, region, or open to the entire U.S. Helps with outreach targeting. | Required |
| Estimated spectators | Additional economic impact signal. Families, coaches, and officials add room nights. | Recommended |
| Room night pattern by day | If rooms ramp up and then drop, destinations and hotels want to know. Helps with block sizing. | Recommended |
| Out-of-market / international travel | The percentage of attendees traveling in from outside the area directly affects the economic impact story. | Recommended |
| Event history + past host cities | Credibility signal. If the event has a track record, show it. | Recommended |
| How to respond + contact info | Clear next step for interested destinations. Name, email, and any bid deadline. | Recommended |
How to post your RFP on Playeasy
The Playeasy RFP flow walks you through each section step by step. Here's what to focus on at each stage.
Need a walkthrough? The full how-to guide with screenshots is available in our help center.
Not sure where to start? Chat with the AI RFP Assistant.
Ask it anything — additional questions, best practices, research on destinations and venues, or help creating and submitting your RFP. It's built to walk you through the entire process, start to finish.
Chat with the AI RFP Assistant
Ready to post your RFP?
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