An RFP, or Request For Proposal, is used to inquire about expectations from any planner or supplier regarding their services. It ensures consistent information gathering from all potential suppliers before organizing any event, regardless of location(s). It’s also useful for handling changes in meetings, such as attendee numbers or budget constraints that may vary annually. Though lengthy, a well-completed RFP saves time, helps stay within budget, and benefits both you and the client or venue. Provide detailed information about your organization and the specific event to ensure clarity on requirements and why you’re being considered. Including event history and value at the start helps suppliers understand your budget constraints. Ensure your proven track record is highlighted.
Purpose
If this is a one-time event, will it be annual and in the same location or city? Define the event’s objectives clearly. Ask: What are at least five (5) goals your organization aims to achieve from this event, and how can our company contribute to its success?
Create an Event Profile:
Include this checklist:
1) Guidelines:
- Deadline to submit the RFP.
- Where and how should the RFP be returned?
- What date will the decision be made
2) Schedule
- o Will the event be held daily and if so for how long?
- o Dates and/or time to setup and breakdown?
- o When can we enter the event hall or venue?
- o Who is my contact person on-site?
3) Type of Event
- Corporate, Conference, Training, Luncheon, etc.
- Format
- Objective
- Layout for the meeting and/or event space
- Is there an event website and/or social media outlet?
4) Who is the Expected Audience
- Local or Out of Town Attendance
- International Guests
- Demographics
- Any special needs request.
