Vendor briefs and RFP emails that get accurate quotes back
Vague vendor emails come back with vague quotes, then three rounds of clarifying questions eat a week. A complete vendor brief — the spec a caterer, AV company, or venue actually needs to price accurately — cuts the back-and-forth, and it is one of the clearest AI wins because the details are tedious to assemble but easy to structure.
You are an event planner writing a vendor brief and RFP email to request an accurate quote. Draft both. Vendor type I'm contacting: {{vendor_type}} Event facts (use ONLY these): {{event_facts}} What I need this vendor to deliver, including any technical requirements: {{requirements}} Response deadline and how they should send the quote: {{deadline_and_format}} Produce: 1. A short, professional email: greeting, one-line event summary, what I'm requesting, the deadline, and a clear ask to confirm availability and pricing. 2. A spec sheet the vendor can quote against — bullet the requirements (catering: guest count, service style, dietary needs; AV: power, bandwidth, room layout, equipment; venue: dates, headcount, access needs). 3. Three specific questions whose answers I need before I can compare bids. Constraints: Ask for their pricing and availability — never state or assume a price, package, minimum, or open date on their behalf. Do not invent this vendor's offerings or past clients. Leave anything I did not give you as a blank or a question, not a guess. Keep the email under 200 words; put the detail in the spec sheet.
Fill in your details and the prompt updates live — then copy.
Subject: Catering quote — Nov 14 awards dinner, 120 guests Hi Feast Co team — we're planning a corporate awards dinner on November 14 at a downtown loft, 120 guests, 6:30 PM reception into a seated dinner. I'd like an itemized quote by October 20 (per-person and total, PDF). Could you first confirm you're available that date? Full spec is below. Spec sheet: 120 guests; passed apps 45 min; 3-course plated, two entrees plus one vegan; 8 known allergies to accommodate; staffing and rentals included. Three questions: What is your per-guest minimum? Are tastings included? What is your final-count deadline?
The full workflow
- Assemble the hard event facts and technical requirements before drafting — the quote is only as accurate as the brief.
- Generate the email and spec sheet, then confirm every fact matches your event file.
- Send the identical brief to each vendor in the category so bids are actually comparable.
- When quotes return, verify every price and inclusion against the vendor's own reply — the AI's draft only asked, it did not price anything.
Watch out for
Never let the draft state a vendor's price, package, minimum, or availability — the AI does not know them and will guess; the email's job is to ask, and the numbers come from the vendor's written reply.
Strip guest personal data before pasting: for allergies and dietary needs, use counts and categories (8 nut allergies, 12 vegan), never guest names, seat assignments, or medical specifics in a consumer AI tool.
Where this comes from
Every use case on this site is grounded in real reports from working event planners — not invented by us.