Meeting Planners

Thanks for considering South Fulton for your meeting or event. We can’t wait to help you book the perfect venue. Please download the RFP form below and email the completed document to Meetings@visitsofu.com. Our team will respond to your inquiry within three (3) business days.

Meeting Request for Proposal (RFP) Form

*Note: If you require less than 10 sleeping rooms or meeting space only, please contact hotels directly with your request.

STEP 1: Please provide the following information in order to receive hotel proposals. We may need to call you via phone for additional clarification before sending out your request. Proposals will be sent directly to you via email from interested hotels.

STEP 2: Once you sign a contract with a hotel, please notify us via email. This may qualify you for complimentary brochures and other services (e-coupons, photos, and videos).

STEP 3: If you need additional services (Caterers, Transportation, etc.) please let us know.

Name of Organization:
Name of Event/Meeting:
Contact Name:
Contact Mailing Address:
Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country
Contact Phone:
Contact Email:
Preferred Dates:
Alternate Dates:
(Providing alternate dates may help your group get a better rate and avoid other conventions. If you are not flexible at all, please say: DATES SET)
Total Attendance:
Frequency:
(Please tell us if your event is Annual, Every 2 or 3 years, or Varies.)
Competing Cities:
(Are you considering other cities besides Atlanta for this meeting?)
Who makes the final decision on the hotel?
(Committee, Board, or Client)
What is the deciding factor or factors involved in the decision making process?
Proposal Date:
What date do you need proposals from the hotels by in order to begin the process? (We normally give 5 business days for hotels to respond.)
Date Format: MM slash DD slash YYYY
Decision Date:
Please specify what date will you sign a contract to secure a hotel?
Date Format: MM slash DD slash YYYY
ROOM BLOCK:
(Group discounts begin at 10 rooms per night. Hotels usually can accommodate 4 ppl per room. If you sign a contract for rooms you do not use, the hotel may hold you accountable. Please give your most realistic estimate.)
Wed Thur Fri Sat Sun Mon Tues
FOOD & BEVERAGE PROGRAM:
(EXAMPLE: 7/17, Reception, 75 ppl, Light appetizers, Flow)
Date Name of Function Meet & Greet, Banquet, etc. Number of People Type of Meal Seating Style: Theatre, Classroom, etc.
MEETING SPACE:
(EXAMPLE: 7/17, 9-12 pm, General Session, 75 ppl, Classroom)
Date Hours Type of Function Number of People Seating Style: Theatre, Classroom, etc.
Audio Visual Requirements:
EXHIBITS:
Number:
Type
Set up date:
Date Format: MM slash DD slash YYYY
Show date(s):
Tear down date:
Date Format: MM slash DD slash YYYY
HISTORY/FUTURE: (List the city and hotel for last 2-3 years.)
(Where was your event held previously: EXAMPLE: 2009, Las Vegas, NV, Hilton, $119
Year:
Hotel:
City:
State:
Rate Paid:
ADDITIONAL INFORMATION:
Desired Sleeping Room Rate Range:
(EXAMPLE: $119 -139)
Reservation Method:
(Individual call in or Rooming List?)
Areas of the city that you are able to consider?
(Airport / Suburbs or Downtown or NOT SURE. If you want to be by a specific attraction say: Aquarium)
When will you do site inspections?
Please list any other special requests/considerations that may make a difference.
(Pool, Airport Shuttle, Parking, ADA rooms, etc.)

Meeting Planners

Meeting Request for Proposal (RFP) Form

Audio Visual Requirements:

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Date	Name of Function Meet & Greet, Banquet, etc.	Number of People	Type of Meal	Seating Style: Theatre, Classroom, etc.

Date	Hours	Type of Function	Number of People	Seating Style: Theatre, Classroom, etc.