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| How an RFP Can Help You |
A Request for Proposal (RFP) can be a great tool to help you and your organization get what you want from your service partners. The following tips may help as you go through the RFP process.
Why have an RFP?
An RFP serves as a good starting point for any negotiation. It allows you to define your terms and get exactly what you want. It also allows you to comparison shop based on what is most important to you and your organization.
When might you use an RFP?
- Site selection
- Hotel/convention center
- General service contractor
- Audio visual service contractor
- Registration services
- Destination management service
- Security
- Transportation
What belongs in your RFP?
- Your organizational overview - who you are and what you're about.
- Contact information for the primary decision maker(s).
- Event specific information including the event's purpose and details about the attendees.
- The event schedule- details about show dates and times, including move-in and out schedules so services can be accurately quoted.
- Budget information and the value of the business.
- Other revenue opportunities - the more information you provide about your requirements, the better information you should receive back about a service provider's capabilities.
- Any unique challenges your event will pose including time lines, language needs, simultaneous events, specialized attendee requirements, etc.
- Decision criteria and time line- let them know if there will be an opportunity to present in person and when you expect to receive the proposal.
Other important information to include:
- How will the contract be awarded?
- Where and in what format should the proposal be submitted?
- Who can answer questions that may arise?
- What is most important to your organization - is cost most important? Experience in a particular facility or city? Overall capabilities of provider?
Do's and Don'ts
- Do identify and pre-qualify vendors so you don't waste time.
- Do tell the vendors as much about your requirements as possible.
- Do send the RFP out with plenty of time to respond, especially for large or complex requirements.
- Do your budget in advance.
- Do award the project on the date indicated.
- Do award the project based on the criteria you specified.
- Do tell vendors why they didn't win the project.
- Don't use the RFP to get new ideas for your event.
- Don't expect a response tomorrow.
- Don't use the RFP to plan your budget.
- Don't award the project based on favoritism or politics.
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