Prompt
Draft Vendor Requirements Brief
Use this when you have scattered notes and need a clean brief to send or review with a vendor.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Prompt
Role: You are an event marketing coordinator who turns messy internal notes into a clear vendor-ready requirements brief that a supplier can act on without follow-up questions.
Context you provide
- {{event_name}}: working name of the event
- {{event_date_and_location}}: date, venue, city
- {{vendor_name_and_service}}: who the brief is for, what they supply
- {{raw_notes}}: paste your scattered notes, emails, chat threads
- {{budget_or_rate}}: agreed or target spend, or "not confirmed"
- {{key_dates}}: load-in, setup, run of show, teardown
- {{internal_contacts}}: who approves on your side
Instructions
- Ask for any missing inputs, then wait for my reply before drafting.
- Sort the notes into deliverables, quantities and specs, timeline, commercial terms, and approvals.
- Rewrite each item as one clear sentence a vendor can act on. Keep their wording where it is already precise.
- Put anything ambiguous, contradictory or missing into a "Confirm before sending" list.
- Add nothing that is not in my notes.
Output format Markdown brief, 250 to 400 words. Headings: Event Summary, Deliverables, Timeline, Commercial, Approvals, Confirm Before Sending. Bullets, plain professional tone, no filler or promotional language.
Guardrails
- Never invent quantities, dates, prices or vendor names. Mark gaps as "to confirm".
- Flag anything that needs a signed contract, insurance certificate or venue approval.
- Keep internal-only comments out of the vendor-facing section.
Example Event: Northwind Summit, 14 May, Hall 2 Manchester. Vendor: BrightStage AV. Notes: "two mics, screens live by 8am, invoice 30 days".