Event Management RFP Template by demandmetric

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									Event Management Vendor RFP

The purpose of this tool is to help you design a Request for Proposal (RFP) for Event
Management Services. An RFP is a formal invitation to request vendor proposals that meet
specific business requirements and purchasing criteria. Vendors interested in pursuing the
opportunity will respond with their approach to delivering on your requirements, provide a
detailed project plan & budget, and relevant references. An RFP is useful for expediting
the contracting process, once negotiations are complete.

How to Use this Template

Complete the following sections with your project team. Cut & paste this information into
a document that reflects your corporate image, and deliver your RFP to a short-list of
potential vendors for review and proposal submission. Be sure to cut out requirements you
don’t need, and add any that are particular to your organization.

Title Page

                        [Insert Company Name or Logo]
            Event Management Services Request for Proposal

                                     [Insert Date]

Table of Contents                                        Page

1. Company Information                                   3
    1.1 Corporate Overview
    1.2 Event Overview

2. Statement of Work                                     3
    2.1 Purpose
    2.2 Scope
    2.3 Project Schedule

3. Proposal Submission Procedure                         4
    3.1 Vendor RFP Reception
    3.2 Good Faith Statement
    3.3 Communication & Proposal Submission Guidelines
    3.4 Evaluation Criteria
    3.5 Short-list Selection

4. Scope of Work & Business Requirements                 6
    4.1 Plan
    4.2 Sponsors & Speakers
    4.3 Event Promotions
    4.4 Event Plan & Logistics
    4.5 Facilities
    4.6 On-Site Management
    4.5 Destination Management

5. Vendor Information                                    8
6. Estimated Budget & Resources Required                 9
1. Overview

1.1   Company Overview
Provide a description of your organization including company size, locations, number of
employees, and business goals you are looking to achieve.

1.2   Event Overview
Provide a detailed description of the event and include the following:

            Historical frequency of the event
            Historical metrics (if repeat event - # delegates, staff, demographics)
            Reason for the event
            Objective(s)
            Length/duration of the event
            Preferred location
            Partners
            Metrics & Goals

2. Statement of Work

2.1   Purpose
The purpose of this Request for Proposal (RFP) process is to invite event management
vendors to submit their proposal to manage the “List Upcoming Event Here.”             This
document contains the requirements necessary for a successful event.

2.2   Scope
Our Company will have internal staff as resources for some aspects of the event such as
development of theme, budget, plus event promotions. We will require the event

management vendor to manage pre-event planning, budgeting, logistics, and on-site event
management. Please see further details in “Scope of Work” section.

2.3     Project Schedule
This schedule is based on our current timelines, but is subject to change.

 Project Milestones                             Deadline
 RFP Delivered to Vendors                       September 10, 2013

 RFP Close Date                                 November 14, 2013

 Start Vendor Evaluations                       January 4, 2013

 Award Contract to Vendor                       March 10, 2013

3. Proposal Submission Procedure

3.1      Vendor RFP Reception
By responding to this RFP, the vendor agrees to be responsible for fully understanding the
requirements or other details of the RFP, and will ask any questions to ensure such
understanding is gained. Our Company retains the right to disqualify vendors who do not
demonstrate a clear understanding of our needs.      Furthermore, the right to disqualify a
vendor extends past the contract award period and our Company will be at no fault, cost,
or liability.

3.2     Good Faith Statement
All information provided by our Company is offered in good faith. Specific items are
subject to change at any time based on business circumstances.

Our Company does not guarantee that any particular item is without error.

3.3   Communication & Proposal Submission Guidelines
Communications shall not be effective, unless a specified procurement executive who is
responsible for managing the RFP process formally confirms these communications in
writing. In no case shall verbal communication govern over written communications.

Please submit your proposal on or before November 14, 2010.

Please send questions related to this RFP, and vendor proposals to:

      Our Company
      Jane Doe
      Email: jdoe@ourcompany.com
      Tel: 212-222-2222
      Fax: 212-222-2223

3.4   Evaluation Criteria
All proposals will be evaluated systematically, based on the following key criterion. The
purpose of this section is to identify suppliers with the interest, capabilities, and financial
ability to manage our conference, as defined in the “Scope of Work.”

Key evaluation criteria include: capabilities demonstrated with past events, budget, depth
of capabilities and partners, quality of event, destination/tour management, ability to
manage geographic diversity.

3.5   Short-list Selection
Vendors who have demonstrated their capacity to meet our needs will be contacted via
phone and/or e-mail to be notified of their selection to move forward in the RFP process.

Vendors who have not been selected will not be contacted.

4. Scope of Work & Business Requirements

Our Company will require the event management vendor to manage the following aspects
of the event:

4.1   Plan

         Destination Selection: Work with our Company to provide budget estimates for
          four potential cities in order to select destination.

         Pre-Event Schedule: Create project schedule with deadlines and key milestones
          for the event.

         Theme: Provide options for conference theme that will be incorporated in all
          promotions, printed materials, and on-site signage.

         Budget: Manage overall budget throughout the pre-event planning.

         Conference Schedule: Work with our Company’s internal staff to create daily
          schedule of keynotes, breakout seminars and speakers.

4.2   Sponsors & Speakers

         Sponsors: Contact and confirm sponsors for the conference at various
          sponsorship levels. Our Company will provide a list of previous sponsors.
          Communicate with sponsors on their requirements, deadlines, and deliverables.

         Speakers: Work with Our Company to identify and confirm speakers for the
          conference, including internal staff, external speakers (keynotes, partners,
          potential customers). Communicate with speakers on their requirements,
          deadlines, deliverables, and ensure adequate preparation.

         Booths: Identify booth set-up requirements for sponsors’ exhibits.

         Speaker Evaluation: Create and deliver process for delegates to provide
          evaluation on speakers.

4.3   Event Promotions

         Promotion: Our Company’s internal staff will coordinate e-mail and other
          marketing to promote the event to partners and customers.

         Registration: Our Company will provide online registration for all delegates to
          sign up and provide updates to the event management vendor. Vendor will be
          required to create name badges.

         Promotional Materials: Provide options for and manage production of all event
          promo giveaways (i.e. – bags, prizes).

         Conference Materials: Our Company’s staff will provide guidance on materials
          required (printed and digital). Event management vendor will be required to
          produce and prepare materials for distribution.

4.4   Event Plan & Logistics

         Meals: Manage and order all meals for the duration of the conference.

         Awards: Manage production of partner awards. Our Company will manage
          award categories, nominations, and selections.

         Gala Dinner: Manage production of gala awards dinner including agenda, meals,

         On-site signage: Create all on-site signage including schedules, registration area,
          dinner, and session rooms.

         Audio-Visual: Work with AV contractor/hotel for all audio/visual requirements.

         Photography: Coordinate photography of the conference including delegates,
          speakers, dinner, and awards.

         Staff Coordination: Manage communications with staff involved with the event
          including marketing/sales/customer service staff and speakers.

         Media Relations: Coordinate with PR for PR related to the conference.

4.5   Facilities

         Conference Facility: Assist in selection of conference location. Manage all
          required space, meals, and audio/visual.

         Accommodations: Ensure hotel rooms and block discounts for delegates with
          online and phone booking options.

         Welcome packages: Provide packages for delegates and sponsors.

4.6   On-Site Management

         Registration: Manage registration desk on the first day of the conference
          including sign-in, name badges, and distribution of promotional and conference

         Daytime & Evening events: Be on-site to manage logistics with hotel staff to
          ensure a smooth event.

4.7   Destination Management

         Tours: Provide options and coordinate tours for pre/post-event for delegates.

         Spouse Program: Provide a spouse tour program.

5. Vendor Information

All vendors must also submit the following information:

         Corporate Overview – legal name; year of incorporation; number of employees.

         Services – description of all services and products supplied.

         Markets Served – description of geographic/industry markets served.

         Partners – list of current event-related vendors and partners.

         Customer & Event References – a list of other similar events (in scope and

6. Estimated Budget & Resources Required

All vendors must provide a breakdown of costs related to management of the event as
outlined in the “Scope of Work.” Vendor must agree to keep the quoted pricing in their
proposals for a minimum of 90 days after proposal submission.

Finally, all proposals must include a project schedule & work breakdown structure, which
identifies timelines, key milestones, project phases, or other project plan information.


6. Estimated Budget & Resources Required

     All vendors must provide a breakdown of costs related to management of the
     event as outlined in the “Scope of Work.” Vendor must agree to keep the
     quoted pricing in their proposals for a minimum of 90 days after proposal

     Finally, all proposals must include a project schedule & work breakdown
     structure, which identifies timelines, key milestones, project phases, or other
     project plan information.


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