A great production company makes event planning a breeze. However, misunderstandings can arise between audiovisual (AV) vendors and event planners well before the event begins, resulting in an event beyond your budget that doesn’t accomplish your goals.
If you want your event to come together smoothly, start with a detailed request for proposal (RFP). Implement our tips to improve and streamline your RFP event planning process.
A Common Mistake in RFP Event Planning
Event planners don’t always know what AV equipment an event needs, so they often skim proposals or skip to the bottom line, which isn’t an effective way to compare bids.
AV proposals are complex; it comes down to knowing how each piece of equipment works together. Vendors who assemble a base proposal and promise to figure out the details later put you at a disadvantage.
It Comes Down to the Details
Specificity in RFPs minimizes the likelihood of false assumptions.
When sending an RFP to different vendors, the more details you include, the better. We often receive proposal requests from clients stating they need basic AV equipment such as a screen, a projector, and a microphone. When receiving proposals back from each vendor, you’ll see they may have assumed information, making each quote completely different in terms of scale, price, look, and feel.
Your quotes will be more accurate when vendors don’t have to fill in the gaps. To avoid confusion, make sure your RFP includes these details:
- Meeting goals: For instance, sales meetings might need flashy lights and scenic options, while basic educational meetings only need a simple setup.
- Session formats: Explain what will happen in each room. For example, a Q&A session may require an additional audio technician to run mics.
- Breakout details: Breakout sessions can be as important as general sessions, so let vendors know whether they need full support or a basic projector.
- Detailed equipment lists: Vendors need specific details, such as exact microphone counts, to assemble their best estimates. Sharing equipment lists from previous events is a great place to start.
- Event dates: Don’t forget to share setup times and rehearsal and tech run-through dates.
These details help your provider determine your lighting, microphone, and tech needs, resulting in more accurate quotes.
Decipher AV Proposals
You’ve received some great RFPs. Now, it’s time to choose a vendor. How do you know which quote is the best?
Pay attention to the details.
Many companies send basic proposals that don’t account for estimated overtime, rehearsals, or service charges. These hidden fees add up — and ruin the great deal you thought you were getting.
Other vendors may fill in the gaps in your RFP by including add-ons like graphic support, travel costs, and meal costs.
When comparing quotes, make sure you understand all the details above the bottom line. Double-check dates, equipment, and any specifics you included in your RFP to ensure they’re correct. At innoVia, we promptly follow up on RFPs with a list of questions to ensure we understand your event planning needs.
Seek Out Professionals
What if you don’t understand some technical details in a competitor’s proposal? Find a trustworthy vendor who will walk you through the technical side of RFP event planning.
Customers have sent us competitors’ equipment lists without pricing information. We’re happy to review them and point out items that might not align with your goals so you can find the best partner for your next event.
Advice for a Successful RFP Event Planning Process
When it comes to RFP event planning and collaborating with AV vendors, pay attention to the details. Even if you aren’t technically savvy, the more details you share, the better. It’s the only way AV vendors can provide accurate quotes for comparison.
Attention to detail is important when selecting an AV vendor. Are your potential AV vendors asking the right questions? If they aren’t, they’re not taking the time to understand your event’s scope and purpose.
InnoVia has the questions and answers you need for a successful event. Please send us your RFP or contact us today.
