Industry insider RSS - Industry insider

Best practices for RFP writing

Most times, planners send a RFP and get stuck with vendors as the information was not filled properly. Filling a complete RFP form on the other side can be a time-consuming and frustrating exercise. Here are some of the best practices to send an effective RFP.

Need identification: the first step to send a successful RFP is to find the right requirements. For a particular event, an event planner should know exactly what the needs are. Will a small room do or does he need to book a bigger room? Will there be lunch or dinner with the meeting or just snacks and tea? Does he need to reserve some guestrooms as well for few VIP participants? Meeting needs a stage and lights or just simple AV? More the planner connected with meeting requirements, better the chances to select the best event spot.

Venue Selection: after you have identified all requirements, it’s time to select the venue. The selection should depend on few criterions like – what kind of event it is? Is it a small board meeting or annual team outing, number of people participating in the event, do you need AV equipments or not? Based on these specifications one should select the venue type such as hotel, motel, resort, conference centers or other event venues.

Pricing: generally, all eRFP tools provide the pricing format and it’s very important to select the format as it gives vendor the ideas of your budget. In many instances event planners just fill the amount and skip the pricing format option. This leads to a great confusion as it fails to describe about the currency type - whether it’s USD, GBP, Euros or something else. Planners should also ask in the RFP note about hidden changes, room rates, specifications etc.

 Relevant Examples: if the event planner attach some sample documents (maybe last year’s event), this makes vendors life easier as it allows them to know how the event was the previous year and what exactly the planner is looking for. This document helps planners to compare with last event’s budget and select the best from available options. 

Timing: mention the time of the event and by what time you need the reply. Vendors receive numerous RFPs and this information is one of the criterions to prioritize the RFP response.

Other relevant information: be clear on the area where you are flexible, for example seating arrangement, AV equipments, lunch itineraries etc. Also, mention where you need contractual agreements. By providing this information you can avoid any issues which may arise at event or billing time.

Send free eRFPs  to best venues for your next event.