Writing an RFP for Technical Services

Writing an RFP for Technical Services

An RFP is a Request for Proposal. Simply stated it should give the particulars about an event. It should include the venue name and address, date and time that the venue becomes available for load in and set up, what time you expect guests to arrive, what time the event will end, and what will happen during the program ( this does not have to be a play by play of the event but should include basic information such as PowerPoint, dvd/video rolls, panel discussions, musical performance etc.) It should also include what time production has to be completely out of the venue, trucks loaded and gone away.

You should also talk about the event in your RFP. Is this an annual event? Is it a gathering for a celebration or an annual corporate event.

It is not necessary to list out all of the equipment you will need as it’s up to the Production vendor to decide what equipment that they can provide to achieve your goal. It should however list what you want. For example, do you want two large screens, a large stage (dimensions are always helpful when determining the proper amount of lighting that will need to be used, the correct measurements for pipe and drape or set pieces etc).

Do you need an audio system or are you going to use the house system? Are you looking for hard-wired microphones or will you need wireless? If you’re going to have a band or show a video having a PA system brought it is a good idea. If you know who the band is and they have a technical rider that should be sent along as an attachment to your RFP.

Do you need additional lighting for décor? Do you want to create a festive exciting atmosphere? Will there be a cocktail reception prior to the event that would require lighting or additional production support? Is there a theme to the event that could be carried into the event space using lighting?

Are there sponsors that need to be recognized?

It is also very helpful to provide a budget. Some people don’t want to share that information in fear that you’ll spend every single dime. There are many different ways to do an event and your production vendors know what substitutions can be made to best achieve your goal and stay with in your budget with out sacrificing quality.

Providing these details among others, will help you get a similar response from all the vendors that you’ve sent it out to. As I said before, there are many ways to do an event and providing this information will allow you to compare apples to apples once you’ve received all the responses from each vendor and make an educate decision.

Most of all, be honest and responsive to questions and responses. Someone has put a lot of time and energy into conceptualizing your vision for the event and put it to paper and probably consulted design and technical members of their team to respond to you accurately. Be sure to call all of the vendors that you have engaged and let them know your decision.

March 2010 PLSN Article about Low-Ball Prices!

Click here to read a great article about pricing

Session One Question and Answers about lighting an event

I recently came across some questions on a bridal website regarding lighting.
I thought it would be fun to address the questions on my blog so that my clients and potential clients could benefit from the answers:

Brides Question:
“Ok so we are going to have an outdoor wedding (trying to have a "green" wedding). It will be in June in Mississippi. During the summer it doesn't get dark until like 9 - 9:30 p.m. If the ceremony were to start at say 2 p.m. and the reception at 3 p.m., surely the reception would end by the time sunset got here. What do you guys think? Do you think we need lighting? I was thinking about getting paper lanterns (couldn't really think of an eco-friendly lighting choice).”


PWC Answer:
There is a green alternative to lighting! It’s called LED Lighting, if you read some of my other blog posting you’ll hear me rant and rave about their efficiency, how they pack up small, they’re easy to set up and operate and they can change color. The don’t take a lot of power , this is really important if you’re having an outdoor wedding and don’t have a lot of “juice” so to speak.
You will certainly need a little bit of lighting. Be it lots of candles or simple Bee Lights (Christmas Light) to create some sort of ambient light. I would not recommend using tiki torches, they can easily cause a fire and the fuel for them will make it smell really bad.

Perhaps some LED tea lights in white paper bags. Either way, you’re going to need some sort of lighting for the vendors servicing your wedding so they can work.
Paper lanterns are fun but think about it, how are you going to install them if you don’t hire someone to do it? There is no place to hang them from safely unless of course you are a professional and can rig them safely and understand how you’re going to get electrical power to them with out it looking like a total mess.
You can check the internet, Goggle sunset and sunrise times and plug in your date and location and you’ll have an exact time that the sun is going to set.


Brides Question :
I've rented a hall that doesn't allow candles or anything hanging from ceiling. I would like to change the brightness of the room. I'd like it dimmed down a bit. Or change the tone. I was thinking releasing a lot of balloons on the ceiling to block out some light? Any ideas?

PWC Answer:
Can I just say……. Unless it’s a kids party…… I hate balloons!
An easy fix to this would be to use lekos (a type of lighting fixture) with a break up pattern gobo shooting the ceiling. I’ve done this before with as little as 6 lekos and it’s just lovely (see image below)
Another easy fix it to buy some lighting gel and gel the existing fixtures. You’ll need to test it out, or better yet asking your Lighting vendor about it, to make sure they won’t instantly melt.



Well that is it for now. I think I am going to try and post a Q and A blog every week.

Green Weddings Showcase Images

How Much Is that Pink Elephant in the Room?

With every new potential client there are certain questions that I ask that serve many purposes. Be it venue location, event dates, event type, event theme, colors, etc. There are many things that I can tell from the answers to these questions. But often there is one question that no one likes to answer and that is the big pink elephant in the room, that question is, What is you budget?

There are many reasons for an event professional to know what the budget for an event is. A lot of people think that if they tell their event professional what their budget is that I will spend every dime of it and leave them with a poorly run and no-so- great looking event. In a way they are correct, I will spend every dime, keeping the budget in mind, using my professional vendor relationships to give them the best event I possibly can for that budgeted amount! Often times when a client is asking me for the world but knows they can’t afford it I simply add a “suggested enhancements” section to my proposals.

This way get they accurate pricing on the items they need and an idea of what the “extras” that they like but don’t know if they can afford costs.

Another reason is that if a Bride only has $3,000 budgeted for lighting for her wedding, I am not going to present ideas that she will fall in love, that cost $25,000 with only to find out once she gets my proposal that she can’t afford any of it!

There certainly are many ways to “light” an event. We’ve done events with $2,000 lighting budgets and I’ve done events with $100,000 lighting budgets. Knowing what the budget is from the start ensures that you will get the very best for your event dollars and you’re valuable time is not wasted wait for me to draft up a few more versions of the quote.

PWC to Sponsor & Exhibit at the Mid-Atlantic Green Weddings Showcase

http://www.greenweddingshowcase.com/

Come see us on Feb 21! Click on the link for more info

Dan Pink on the surprising science of motivation | Video on TED.com

Dan Pink on the surprising science of motivation | Video on TED.com


This is a time of year when the events industry is typically pretty slow. Many folks move about this time for year and the industry get re-organized in a sense. There much change in the air. Grab a hold of it and make it a great day doing whatever it is that you love to do!!
Click the link about to see a video about motivation and reward.