We hope this article helps you make an informed decision when planning your next big conference.
THINGS TO CONSIDER
Planning a conference is super exciting, but it does come with a lot of decisions to make. One of the biggest ones is choosing the right event planner & production company. As you start this journey, asking for quotes or RFPs from several companies is a smart move to see what’s out there to find the perfect match for your needs. An RFP, or Request for Proposal, is your opportunity to see how different vendors can bring your event vision to life and why they’re the best fit for the job.
Pro Tip → Submit, stay organized, and track your RFPs for FREE on Prosal. |
Events can be a big investment, so while staying on budget is important, so is finding the right partner. Look for a company that aligns with your values, understands your vision, and is committed to helping you achieve your goals. Especially if it’s an annual conference, having a strong, collaborative relationship with your event team can make all the difference.
Things to include in your Event Planning RFP:
- Introduction: A paragraph about your organization’s mission
- Logistic Details: Information about the event
- Format: (In-Person, Virtual, Hybrid)
- Proposed Event Date(s)
- Location: (City, State) Indicate if the venue is already chosen
- Speakers/Sessions: (Number of sessions/breakout rooms and speakers)
- Attendee Size: (Number of in person and/or online participants)
- Total Event Budget
- Scope of Work & Deliverables
- Event Planning Logistics and On-Site Management
- Audiovisual Tech & Video Production
- Registration & Attendee Management
- Venue/Hotel Management, F&B Coordination
- Theme and Decor Concept
- Sponsorship & Exhibitor & Vendor Management
- Experiential Activations
- Speaker & Entertainment Procurement
- Ground Transportation Management
- Timeline: Dates for when the RFP is issued, proposal due date, and selection date.
To make the selection process easier, below is a “comparison checklist.” This handy tool will help you evaluate each proposal that comes in side-by-side, ensuring you don’t miss any critical details.
Happy event planning!
SIDE BY SIDE CHECKLIST
If you’re interested in getting a quote for your upcoming event, we would love to talk with you. Tell us about your event here
