For 60 years, AVD has supported corporate meeting planners by organizing and executing all of the technical audio and visual components of their most important meetings and events. Our team understands the importance of hiring the right audiovisual production partner to help ensure success, and we have received countless request for proposals – or RFPs – from companies in search of that perfect fit.
Experience has shown us that an RFP that clearly communicates the prospective client’s vision and needs is likely to result in a proposal that is on target and on budget. However, many event planners short-change themselves by providing information that only allows vendors to estimate the required AV equipment and labor. An effective RFP does more than just focus on the specs for a production estimate – it defines the production values and audience experience that you want your event to deliver.
If you are looking to attract the most qualified audiovisual production experts – and make your selection process more efficient and effective – here is our perspective on what you should include in your AV RFP:
Describe Your Company
Start with the big picture. Providing a high-level overview of your company is important to help AV companies understand more about who you are, what you do, and why you do it. Even if you are only looking for basic audiovisual services, this will provide context for your prospective partner.
Outline the Event Basics
Take the time to think through the basics of your event – and tell us about them.
- Is this a one-off conference or a series of meetings?
- How many attendees are you expecting?
- Have you selected a venue – and if so, what size is the room or rooms?
- Do you know what type of set-up you plan to have? For example, 250 people in a theater setting or 250 people sitting two per six-foot table.
- What type of scenic are you looking for?
- What is the agenda/schedule? This helps a production company determine how many and what type of techs they will need.
While meeting planners often include detailed equipment lists in their RFPs, your future production partner is more likely to appreciate information that will give them context so they can suggest the best equipment for the job. For example, tell us you need screens to display PowerPoint and an opening video, or microphones and speakers for three presenters in a ballroom with 500 people seated theater-style. We’ll take it from there.
Define the Attendee Experience
For your event to be truly successful, it is important to share who your audience is and the experience you want to create for them. Your RFP should provide the background your AV partner needs to create an accurate estimate for bringing that experience to life. The more we know about the goals, key messages, and expected outcomes, the more accurate we can be in providing an estimate that will deliver the desired results.
Be sure to include:
- The history of the event
- Why you are having the event
- The emotions you want to communicate
- The results you want to generate
Provide Additional Details for Virtual or Hybrid Events
If you are hosting a full virtual meeting or a blend of live and remote formats, the request for proposal you send to audiovisual production providers must assess their ability to shift to and work effectively in a virtual or hybrid format.
Having produced in-person, hybrid, and virtual corporate meetings and conferences throughout the pandemic, the AVD team understands that there is a whole new menu of challenges, equipment, and costs that meeting planners need to take into account. In addition to the information we’ve already covered, here are some of the key questions we need answered in order to develop a comprehensive proposal:
- Do you have a preferred virtual platform, and have you worked with it in a live setting?
- Will there be virtual lobbies and exhibits?
- Will attendees need to be funneled to virtual breakout rooms?
- What types of audience participation do you anticipate ( in the room, an online Q&A opportunity, etc.)
- How much prerecorded content will need to be integrated into the program?
- What type of post-event recordings do you want to provide?
- Will virtual presenters run their own slides or need assistance?
- What about an after party?
Outline Your RFP Process and Timeline
Consistency is the key comparing RFPs effectively, so it’s important to define exactly how you want companies to submit their proposals. Be clear about the format, number of pages, and any naming conventions you want them to follow. Invite your bidders to ask questions, and make sure you establish a protocol and a deadline for receiving them.
Include a Budget or Budget Range
Many event planners feel they are tipping their hand if they include a budget range in their RFP. However, vendors need to know the financial parameters in order to know where to start when preparing their estimates. Providing a range can simplify the RFP process by helping prevent wide pricing variations or eliminating vendors who believe they cannot meet your budget due to cost increases or shifts in the labor market.
Find Out More About Prospective AV Partners
To help narrow down the top contenders, consider asking questions that will provide some insight into the operations and culture of your prospective AV production partner. Start by asking for an overview of their company and accreditations. Then dig deeper by posing questions such as:
- Why do you think you are the best AV company for the project?
- What type of events do you have experience managing (scope, size, complexity)
- How many events do you manage per year and what is the average size?
- Can your company provide support to multiple meetings/events across the US or in the same region simultaneously? If so, how is this serviced?
- Have you executed events at this specific venue?
- What is your experience working with union labor?
- Tell us about your leadership and creative team members.
- Describe the team who will be handling this account and managing event execution, as well as the overall event planning process.
- What is your process for communicating and resolving on-site mistakes?
- What is your process for communicating scope changes that impact the budget?
- Do you own your equipment or lease equipment? Provide details on how equipment is managed and serviced.
Choosing the Right AV Partner for Your Live, Virtual, or Hybrid Event
An effective Event AV RFP will help you find a professional AV production partner who has what it takes to deliver an event experience that meets the needs and expectations of your audience. But keep in mind that, in the end, it’s important to choose a company that you enjoy working with – and that will make your job less stressful.
From the planning stages to the closing moments, clients rely on our experience and technical know-how to ensure that their events come off without a hitch. To learn more about how we can help make your next big meeting a stress-free success, call (973) 993-8500 or use our contact form.