If you’ve ever been tasked with writing a Request for Proposal (RFP) for an in-person event management solution, you know how challenging it can be. Crafting an RFP that attracts vendor responses that actually align with your event’s needs—requires precision, structure, and a deep understanding of what to ask for.

That’s why we’re thrilled to introduce two complementary resources designed to take the guesswork out of building a strong RFP:

⦿ The RFP Design Playbook – A step-by-step guide to crafting an effective RFP, informed by more than 20 years of experience in the event industry.

⦿ The Comprehensive RFP Template – A ready-to-use, fully structured document that helps you define your requirements and streamline the vendor evaluation process.

Together, these resources will save you time, improve the quality of vendor proposals, and ultimately help you select the best-fit technology partner for your in-person events.

Why an Effective RFP Matters

Your RFP isn’t just a step in a prescribed buyer process.  It’s a strategic tool for internal alignment on your needs and equally importantly, it’s a structure to capture those needs for partners that want to understand as much about your business as possible. Whether or not you embrace the idea of a structured “RFP” – this exercise ensures that: 

🗣️💬 Vendors respond in your language – not just marketing speak but directly addressing your specific needs.

📑✨ Proposals are uniquely tailored to your event – instead of generic sales pitches that don’t quite fit.

🔄✅ You minimize back-and-forth communication – by making expectations clear from the outset.

Without a strong RFP, you risk receiving incomplete or irrelevant responses, making vendor comparison difficult and lengthening your selection process. These resources are designed to eliminate that frustration.

What’s Inside the RFP Design Playbook?

The RFP Design Playbook is your starting point for crafting a highly effective RFP. It breaks down every key section of an RFP, including:

⦿ Key Event Objectives. Define the purpose of your event beyond technical requirements, helping vendors map their solutions to your goals.

⦿ Desired Functions & Capabilities.  Specify the features and services you need in an event management system.

⦿ Integrations.  Outline how your chosen solution must work with existing systems like CRMs, AMS platforms, or marketing automation tools.

⦿ Support & Communication.  Ensure vendors align with your expectations on availability, project management, and ongoing support.

⦿ Timelines & Milestones. Set clear expectations for implementation and go-live dates.

⦿ Budget & Cost Proposals. Request pricing breakdowns in a way that allows easy comparison between vendors.

Each section includes tips, best practices, and real-world insights to help you design an RFP that attracts precise, relevant vendor responses—so you’re not left deciphering generic proposals.

The RFP Template: A Ready-to-Use Framework

Once you’ve worked through the playbook and defined your needs, our comprehensive RFP template is ready for you to customize.

⦿ Pre-structured for ease of use.  Fill in your details and adjust the template as needed.

⦿ Designed for any type of in-person event. Whether your event is large or small, single-track or multi-track, this template adapts to your scope.

⦿ Eliminates ambiguity. By following the structure in this template, vendors will clearly understand your requirements, minimizing miscommunication.

This template is intentionally comprehensive, so you can remove sections that don’t apply while ensuring you’re covering every critical aspect of vendor selection.

How These Resources Will Transform Your Vendor Search

With these tools in hand, you’ll be able to:

✅ Save hours of work assembling an RFP from scratch.

✅ Get aligned internally on functional requirements for your in-person event. 

✅ Improve the quality of vendor proposals by structuring responses in a way that makes comparison easier.

✅ Streamline vendor selection by setting clear expectations upfront, leading to faster, more effective decision-making.

Ready to Build Your Best RFP Yet?

📥 Download the RFP Design Playbook
📥 Get the Comprehensive RFP Template