How to Create an Event RFP
Write requests for proposals that attract qualified vendors and set your event up for success
A well-crafted Request for Proposal (RFP) is your first step toward a successful event. It communicates your vision, sets expectations, and helps you find vendors who are the right fit—not just the lowest bidder.
Many event planners rush this process, sending vague emails that result in apples-to-oranges proposals impossible to compare. Taking time to create a thorough RFP saves headaches later and often yields better pricing.
This guide walks you through creating professional RFPs that attract quality responses. Whether you're sourcing venues, caterers, AV providers, or any other event service, these principles apply.
What You'll Learn
- Structure an RFP that vendors want to respond to
- Include the right information without overwhelming
- Set evaluation criteria that matter
- Establish a timeline that works for everyone
- Avoid common RFP mistakes that cost you good vendors
Before You Start
- Event objectives and success metrics defined
- Preliminary budget approved
- Key dates and timeline established
- Target audience and guest count estimated
Step-by-Step Guide
Write a Compelling Event Overview
Start your RFP with context that helps vendors understand your event's purpose and feel. Include organization background, event type, target audience, and what success looks like. A vendor who understands your goals will propose solutions that actually address them—not just generic packages.
Share your event theme or vision statement. It helps creative vendors propose ideas that align with your aesthetic.
Define Detailed Requirements
List exactly what you need the vendor to provide. Be specific: "seated dinner for 150 guests" not "catering." Include quantities, specifications, and any non-negotiables. Separate "must-haves" from "nice-to-haves" so vendors can prioritize their proposals.
Include photos or examples of what you're looking for. Visual references prevent misunderstandings and inspire better proposals.
Provide Logistical Details
Include venue information (or finalists if not yet selected), event dates and times, load-in/load-out windows, and any venue restrictions. Share floor plans, ceiling heights, and power availability for AV and production vendors. The more logistics you provide, the more accurate the proposals.
If your venue isn't confirmed, provide details about the venues you're considering so vendors can account for different scenarios.
Set Budget Parameters
Sharing budget range is optional but strategic. It helps vendors propose realistic solutions rather than shooting in the dark. If you prefer not to share exact numbers, indicate tiers ("premium," "mid-range") or ask for tiered proposals at different price points.
Requesting tiered proposals (good/better/best) shows you what's possible at different investment levels and aids negotiation.
Establish Evaluation Criteria
Tell vendors how you'll evaluate proposals. Common criteria: relevant experience, creative approach, price, references, timeline feasibility, and sustainability practices. Weight each factor (e.g., experience 30%, price 25%). This transparency helps vendors tailor their responses.
If factors beyond price matter significantly, emphasize that. Otherwise, vendors may assume lowest price wins and cut corners.
Create a Response Timeline
Include key dates: RFP distribution date, deadline for vendor questions, proposal due date, decision date, and contract signing target. Give vendors 1-2 weeks to respond (more for complex events). Build time for follow-up questions and presentations.
Schedule a vendor Q&A call for complex RFPs. Answering questions once for everyone saves time and ensures all vendors have equal information.
Request Specific Proposal Format
Standardize responses for easier comparison. Specify what to include: executive summary, proposed solution, detailed pricing (itemized), timeline, team bios, relevant experience, references, and terms and conditions. Ask vendors to use your format rather than their own templates.
Create a simple response template. Vendors appreciate the clarity, and you'll spend less time hunting for information across different formats.
Include Administrative Details
Finish with practical information: how to submit (email, portal), who to contact with questions, and any confidentiality requirements. Specify whether vendors can contact you for clarification and through what channel. Clearly state that submitting a proposal doesn't guarantee selection.
Request a brief acknowledgment that vendors received the RFP and intend to respond. It helps you know if you need to reach more vendors.
Common Mistakes to Avoid
Being too vague about requirements
Specific requirements yield specific proposals. "We need catering" gets generic menus. "We need a farm-to-table seated dinner for 150 with two vegan options" gets targeted solutions.
Giving unrealistic response timelines
Quality proposals take time to prepare. Give at least 10 business days for standard RFPs, 2-3 weeks for complex ones.
Sending to too many vendors
Limit RFPs to 3-5 pre-qualified vendors per category. More responses create comparison fatigue and waste vendors' time preparing proposals they won't win.
Forgetting to include key logistical details
Use a checklist: dates, times, guest count, venue specs, load-in windows, restrictions. Missing logistics force vendors to guess or lowball.
Not clearly stating decision criteria
Vendors can't give you what you want if they don't know what you're prioritizing. Be explicit about what matters most.
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Frequently Asked Questions
How long should an event RFP be?
Should I include my budget in the RFP?
How many vendors should I send an RFP to?
When should I send event RFPs?
Can I use the same RFP for different vendor categories?
What if vendors ask questions not covered in the RFP?
Should I meet with vendors before sending RFPs?
How do I handle unsolicited proposals from vendors?
What if I need to change requirements after sending the RFP?
Is it okay to share one vendor's pricing with another?
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