Requests for Proposals

Improving eRFP Efficiency and Effectiveness for the Meetings Industry White Paper created by Events Industry Council APEX Workgroup (APEX) and The Global Business Travel Association (GBTA). The whitepaper combines findings from complimentary research conducted by the two groups in 2014 examining eRFP use, drivers and effects to provide recommendations for improving the eRFP process.

Use of electronic Request for Proposals (eRFPs) to source hotels and venues has boomed in recent years. This joint whitepaper focuses on trends in eRFP use from the perspective of all constituencies involved in the sourcing process including corporate/association buyers, hoteliers, third party buyers, meeting management companies, meeting technology companies and convention & visitor bureaus. While this has brought many benefits to the meetings industry, it also brings significant challenges due to the high volume of eRFPs issued, which are outlined in the whitepaper.

Improving eRFP Efficiency and Effectiveness Whitepaper

APEX eRFP Workgroup Study Findings

Increased Communication = Better Buying Process Webinar

Manage Event RFPs using the APEX RFP Workbook

The APEX RFP Workbook offers planners a way to create and organize the most common RFPs associated with a meeting, convention, exhibitions or event in one convenient location

The new APEX RFP Workbook takes a streamlined approach, removing as much unnecessary or duplicative information as possible, and providing simple, drop-down menus and auto-populating fields where possible.

All of your event RFPs in one convenient Excel workbook:

  • Single Facility
  • Citywide / Destination
  • Event Technology / Audio-Visual
  • DMC & Transportation Services
  • General Service Contractor

Download the individual APEX Request For Proposal (RFPs) Templates

Audiovisual RFP

MS Word version

PDF version

Destination Management Company RFP

MS Word version 

PDF version 

Service Contractor RFP

MS Word version 

PDF version 

Single Facility RFP

 MS Word version  PDF version

Transportation RFP

MS Word version

PDF version

Function Schedule

MS Word version 

PDF version 

Function Set-Up Order

MS Word version - with exhibits 

PDF version - with exhibits 


MS Word version - without exhibits


PDF verison - without exhibits