PROCUREMENT TOOL · DAVOS 2027

Get comparable event quotes. Not three different guesses.

A clear request for proposal (RFP) helps a Davos buyer compare the whole cost and risk of a corporate house, private dinner, roundtable or production brief—rather than treating a venue hire price as the event budget.

Use the briefing template ↗Review total cost ↓

BEFORE THE FIRST QUOTE

Define the job the event must do.

A supplier cannot price an ambition. They can price a date, an audience, a room, a production specification and a set of responsibilities.

Begin with the decision you need the event to influence. Is it twelve relevant executives agreeing a next step? Thirty investors having private meetings? A content studio producing approved interviews? Different objectives require different formats, cost structures and measures of success.

The WEF Annual Meeting dates are 18–22 January 2027, but each independently hosted event must confirm its own hours and permission position. Source: Davos Klosters.

READY TO ADAPT

The first email
to send your suppliers.

This is an editable scoping structure, not an offer, a contract or a claim of current venue availability.

Select and copy this brief into your internal document or supplier email.

DAVOS 2027 PRIVATE ACTIVATION — INITIAL SUPPLIER BRIEF
Organisation / contracting entity:
Main decision-maker and email:
Objective (one sentence):
Target audience / expected decision-makers:
Preferred format: dinner / roundtable / meetings / house / undecided
Dates and operating hours (18–22 Jan 2027):
Guest count: expected / maximum:
Preferred area and accessibility requirements:
Venue status: secured / suggested / needs sourcing
Branding, filming and content requirements:
Food, drink, crew and production requirements:
Working budget range and currency:
Quotation deadline and approval date:

PLEASE RETURN:
1. Exact items included and excluded, by line
2. Named suppliers and any subcontracted delivery
3. Proof or status of relevant venue permissions
4. Itemised taxes, setup, de-rig and overtime
5. Deposit, cancellation, substitutions and change rules
6. Conditions that could make the proposal unworkable
7. Availability status: confirmed, held or unverified

Please do not describe unreserved space as confirmed.

Do not add personal guest lists or confidential documents until a secure sharing process and appropriate supplier terms are agreed.

PRICE LIKE-FOR-LIKE

Five quote sections
that expose missing costs.

Ask every bidder to use the same structure. A smaller headline amount is not necessarily a lower total obligation.

Venue and access

Price the exact hours, holding days, delivery route, permitted use, restoration and deposit separately.

Food, drink and service

Separate menu, quantities, dietary handling, staff, equipment, minimum spend and overtime.

Production

List AV, furniture, signage, network, crew, backup equipment, setup and de-rig.

Guests and operations

Price check-in, invitations, host team, cloakroom, security, transport coordination and insurance.

Commercial terms

Show currency, taxes, exclusions, payment stages, cancellation, change control and supplier ownership.

RED FLAGS

Three reasons to hold off signing.

01“Venue available” means only an introduction, not an approved written hold or contract.
02The bid omits venue conversion or signage permissions, crew accommodation, access windows or fire-safety conditions.
03Deposits and cancellation risk fall on the buyer, while substitutions, tax treatment and supplier responsibility remain vague.

Check venue-permit risks ↗

COMPARE BY OUTCOME

A short supplier scorecard.

Score each offer from 1–5 against five criteria: audience fit, credible feasibility, completeness of total cost, delivery ownership and cancellation exposure.

A bid with no verifiable availability should not win just because its creative mock-up looks excellent. Require documentary proof for facts and separate assumptions from commitments. If the winning supplier can only provide a room, establish who is actually managing the invitations, catering, technology, guest flow and handback.

Venue due diligence ↗ Guest invitation planning ↗

Ask us to scope your activation ↗

Independent private events only; no World Economic Forum affiliation, credentials or guaranteed executive attendance.

THE NEXT BUYER DECISION

Turn a supplier brief into the right specialist scope

A supplier can answer an RFP properly only when the buyer separates venue decisions, technical delivery and guest experience. These two service briefs help identify which responsibilities sit where.