# 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.

- Topic: Projects & Operations
- Framework: RTF
- Level: Standard
- Tags: Leadership, Finance, Legal, Analyze, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/get-quotes-and-compare-venues-for-an-offsite-or-leadership-retreat

## Prompt

```text
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.
```

## 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

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.