Module 2: Proposals and Site Inspections

After scoping your event in Module 1, Module 2 moves you firmly into the quoting, supplier engagement, and site inspection phase. You’ll learn how to prepare effective proposal briefs to obtain quotes, evaluate supplier responses, and plan onsite visits that inform venue and vendor decisions. This module also walks through how to organise travel, itineraries, and destination logistics to ensure productive reconnaissance efforts.

Why This Module Matters

Knowing how to translate your event brief into accurate supplier quotes and perform thorough site inspections is where planning starts to become actionable. This module equips you with the skills to extract usable quotes, compare options, and make informed venue choices based on firsthand evaluation — all essential to delivering an event that meets client expectations and budgets.

• Learn how to prepare clear, concise quoting briefs for vendors and suppliers.
• Understand how to structure and conduct effective site inspections.
• Know what logistical and destination elements matter when evaluating venues.

By the end of Module 2, you’ll be able to prepare proposal requests, gather critical cost information, and plan site inspection itineraries that support strategic event decisions.

What You’ll Learn

• Quoting and Supplier Briefs
  How to prepare and structure briefs to obtain accurate quotes.
• Proposal Requests
  Understand sample requests and templates that streamline supplier responses.
• Site Inspection Planning
  What to include when planning venue inspections and on-site evaluations.
• Travel and Logistics
  Learn how to organise flights, accommodation, and itineraries for reconnaissance visits.

What You’ll Do

• Create Quoting Briefs
  Draft supplier briefs based on your event scope and requirements.
• Evaluate Proposals
  Compare supplier costs and offerings to make informed recommendations.
• Plan Site Visits
  Develop onsite visit plans, including itineraries, key contacts, and inspection points.
• Assess Destinations
  Consider details such as safety, culture, & logistics during inspections.

Module Content

This module covers the following topics:

• Quoting
• Sample Brief
• Sample Proposal Requests
• Request for Proposal Template
• Site Inspections
• Outlining a Site Inspection
• Planning an On-Site Visit
• Destination Blurb
• Flight Information
• Itinerary
• Hotel Bookings
• Key Contacts
• Emergency Contacts
• Destination Details
• During the Visit
• Function Space
• Accommodations
• In-Room Safes
• Minibars
• Planning a Virtual Site Inspection
• Sample Site Document
• Flights
• Itinerary
• Hotel Bookings
• Key Contacts
• Emergency Contacts
• What to Know
• Clothing
• Health
• Cuisine
• Currency
• People
• Safety
• Mobile Phone
• Electricity
• Tipping
• Business Etiquette

Module Outcomes

By completing Module 2, you will:

• Be able to prepare effective quoting briefs and proposal requests.
• Understand how to gather and organise supplier quotations for comparison.
• Be proficient in planning and structuring site inspection visits.
• Know key logistical and destination considerations during inspections.

Guidance Every Step of the Way

Our expert tutors will help you refine your briefing, proposal analysis, and inspection planning skills — essential to steering clients toward the best event solutions and venues.