How to Write a Request for Conference Quotes
Planning a conference involves detailed budgeting, particularly if the conference is a collaborative effort among government departments, the private sector and voluntary organizations. Requesting detailed conference quotes from prospective vendors is an important step in the conference planning process. When writing a request for conference quote, ensure that you request costs, inquire about legal requirements, and state the goals and needs of the particular conference. Providing the prospective vendor with information about prospective attendees is often pertinent information, as well.
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Instructions
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Research
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Go to your Internet browser. In the search box, type the name of the industry you are representing along with the word "conference." For example, if you are working for a biometric conference, type in "biometric conference ideas."
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Print off information on conferences that have occurred that are similar to yours. Store this information in a conference binder. Bookmark the information on your computer, as well. This research will help you develop ideas for what you want out of your upcoming event.
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In a notebook, write down ideas about pricing, accommodations, sponsorship, food, delegate packages and even fun evening activities for conference attendees. Writing down the names of conference plenary sessions and workshops is also important.
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Open up a new page on your word processing software. Type in the headings of the varying needs you have for your conference. Prospective headings include, "Accommodations," "Food and Beverage" and "Audiovisual."
Writing and Editing
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In each section, write your requirements for the conference and include financial expectations. For example, in the accommodations section, write how many rooms you require and the approximate budget per guest. In the audiovisual section, communicate clearly the kind of equipment you need and how many people will be in each room. For meals, communicate the kinds of food the majority of your guests will prefer. If you will require special meals (for example, diabetic, kosher or meals for people with allergies), note this in your request.
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In addition to the particular sections (food and beverage, audiovisual and accomodations), write an introductory section summarizing your conference. State who the conference is funded by, the kinds of delegates who will be attending, demographic information on your delegates and also note if this is an annual event.
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Write a letter of transmittal to attach to your request for conference proposals. A letter of transmittal is a letter of introduction that states why you are sending this proposal and who you are. It is no longer than three-quarters of a page long. It explains your work, the type of conference you are planning, and thanks prospective vendors for their attention and interest in bidding on the conference. Type, edit and save the letter. Double-check for errors. Be sure to note in the letter that the official conference quote request is attached. Provide your contact information for follow-up questions.
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Tips & Warnings
- The conference proposal should typically be no more than three pages. Write succinctly while also providing detailed information.
- Use organization letterhead or conference letterhead, if possible.
- Include a media kit about the event if the item is available.
References
- Photo Credit professional image by nutech21 from Fotolia.com
