How do you run an event RFP?
The value of an RFP is comparability and competitive tension. Get the structure right and the best-value option becomes obvious.
1. Define the requirement
Write a specification complete enough that every bidder prices the same thing — capacity, dates, location, inclusions, standards and constraints.
2. Structure the pricing
Break pricing into comparable lines (room hire, DDR, catering, AV, accommodation) so you can compare like with like and later apply benchmarking.
3. Invite the right bidders
Approach a shortlist strong enough to create genuine competition — ideally drawn from your preferred suppliers plus credible challengers.
4. Evaluate objectively
Score against weighted criteria covering capability, service, compliance and price — not price alone. Document the scoring.
5. Negotiate and award
Use the field to sharpen terms through negotiation, then award and capture the outcome in reporting.