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.