Compiling a clear and concise request for proposal (RFP) for AV services is critical to securing the proper support for your event. AV providers will base their recommendations on the RFP you provide, and you want to ensure it aligns with your needs to limit confusion or excessive back-and-forth with potential partners. You don’t want to receive proposals and realize you forgot to include items that will then lengthen your overall selection process.
Here are some things you should include in your RFP to ensure that your AV partner can fully quote and fulfill your next event.
Event Details
This is a critical first step when drafting an RFP. No one knows your event better than you do, and the RFP should include a comprehensive rundown of as much information as possible. This should consist of the type of event you will be hosting, whether a gala, entertainment event, or conference, and your purpose for having it. This will allow your potential AV partners to understand better the experience you are trying to create and how AV can complement and support that. You will also want to list the event date and location and provide essential details about the venue, including room layout, power availability, and access times. You will also want to provide your expected audience size so they can consider how much equipment and staffing will be needed.
AV Requirements
Thoroughly detail what you think you need regarding AV equipment, including LED screens, video walls, live streaming, lighting, speakers, staging needs, microphones, and video recording. This is also the time to list any preferences, such as whether you want all handheld microphones or have any specific needs to enhance sound quality within the venue. It’s essential to detail anything you can think of that you might need. It can always be removed once you discuss and review it with an AV partner at a later date.
Technical and Logistical Requirements
Your AV partner will need to know any technical or logistical requirements, as that will impact their staffing and any other equipment they might need during setup and tear-down. It’s important to note in the RFP when the AV team can begin setup and if there are limitations on when they can break down their equipment after the event. Outline the power requirements and the venue’s internet capabilities in detail. If you are looking for the AV partner to provide internet, that should also be included. Additionally, ask the AV partner to provide details on their backup equipment and contingency plans in case any problems arise. If you have specific safety or contingency protocols, it is important to share those as well.
Budget
Budget can impact your ability to do everything you might want in terms of AV, and being honest with an AV provider about how much you can spend will allow them to present what’s feasible within your budget. It will also allow them to be collaborative with you to find solutions to help execute your vision within your budget. It doesn’t have to be exact but try to put together a rough estimate of what you’re looking to spend. Be honest!
References and Case Studies
Even if an AV provider says they can do everything in their RFP response, you should contact their references and view their recent work to determine whether they match your needs. Ask them to provide a list of references and case studies or examples of events they have worked on, especially those similar to your upcoming event. This will not only showcase their work, but you will also get a feel for what they will be like to work with.
Proposal Evaluation, Selection Criteria, and Timeline
Within the RFP, inform potential partners how you will review proposals and the selection criteria you will use to make your final decision. Also, provide a timeline so applicants know when they can expect to hear back about whether they were selected. As a common courtesy, it’s nice to inform those you do not choose that you will not proceed with their proposal, especially given the work they put into it.
Ensuring your RFP includes these critical items will help AV providers submit a thorough proposal, allowing you to rest easy knowing that all your needs will be covered and addressed.
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