Creating an effective Request for Proposal (RFP) is crucial in marketing your event and attracting competitive bids. This post outlines the essential criteria to ensure your RFP stands out in a competitive market by showcasing the economic impact of your program, whether large or small.

Know Your Attendees

  • Provide a brief synopsis on the makeup of your group and the demographics of your attendees.
  • Identify factors that drive attendance.

Provide Historical Data

  • Provide at least three years of room block pick-up history.
  • Detail your history with Food & Beverage (F&B), Audio-Visual (AV) expenses, and any other costs borne by the organization.

Define Program Requirements

  • Be specific about your room block requirements, including Run of House (ROH) vs. single/doubles, suite needs, and government per diem needs, etc.
  • Detail your space preferences and room setups to avoid issues later.
  • Include specifics for any exhibit hall needs, such as move-in/move-out days, number of booths, growth projections, booth types, and additional requirements like F&B functions and seating areas.
  • Note any specific AV setups that require additional space.

Include Strategic Details

  • Identify cities or regions that will attract a larger audience.
  • List out concessions, differentiating between must-haves and nice-to-haves.
  • Specify any contract terms that could be deal breakers.
  • Outline the timeline for making a decision and identify the key players involved in the process.

By following these essential criteria, you can ensure that your RFP stands out and attracts competitive bids that align with your event’s needs and goals. But you don’t have to navigate the complexities of RFP creation alone. Reach out to IMN Solutions for expert guidance and support.

We pride ourselves on our extensive knowledge and proven success in helping organizations create compelling and effective RFPs. Our team of experts is dedicated to understanding your specific requirements and providing tailored solutions. Let us help you make your next RFP a resounding success. Contact us today!