Get quotes and compare venues for an offsite or leadership retreat
A venue brief to send out, a scored comparison of the quotes that come back, and the questions to ask before booking.
The prompt
Help me source and choose a venue for an offsite.
Event: [e.g. "2-day leadership offsite for 14 people"]
Dates (and flexibility): [DATES]
Location preferences: [city/region, max travel time from office or airport]
Requirements: [meeting room setup, breakout rooms, AV, bedrooms, catering, dietary needs, accessibility, privacy, activities]
Budget: [TOTAL OR PER PERSON]
Quotes received so far: [PASTE, if any]
Give me:
1. Venue request brief to send to venues or a venue-finding agency: event overview, dates, numbers, room setups, catering, AV, bedrooms, budget, response deadline, and what to include in the quote.
2. Comparison table for the quotes: venue | total cost | cost per person | what's included / extra | rooms and setup fit | accessibility | travel time | cancellation terms | attrition and minimum spend | score.
3. Hidden costs to check: service charges, taxes, AV, Wi-Fi, room hire vs. day-delegate rate, corkage, overtime, minimum numbers.
4. Contract questions: deposit and payment schedule, cancellation and date-change terms, attrition clauses, force majeure, liability and insurance.
5. My recommendation with the trade-offs, written as a short note for my executive.
Use only the figures in the quotes; mark missing ones [ASK VENUE]. Have contracts reviewed per our approval rules before signing.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Projects & Operations prompts
What to fill in
- e.g. "2-day leadership offsite for 14 people"
- DATES
- city/region, max travel time from office or airport
- TOTAL OR PER PERSON
- PASTE, if any
- ASK VENUE
How this prompt is built
This prompt follows the RTF structure (Role, Task, Format). RTF tells the model who to be, what to do and what shape the answer should take. It is the quickest structure that still gives noticeably better results than a bare request.
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