Event Management RFP Template

Event Management RFP Template - Event Management Vendor RFP...

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Unformatted text preview: Event Management Vendor RFP Template Purpose The purpose of this tool is to help you design a Request for Proposal (RFP) for Event Management Services. An RFP is a formal invitation to request vendor proposals that meet specific business requirements and purchasing criteria. Vendors interested in pursuing the opportunity will respond with their approach to delivering on your requirements, provide a detailed project plan & budget, and relevant references. An RFP is useful for expediting the contractin g process, once negotiations are complete. How to Use this Template Complete the following sections with your project team. Cut & paste this information into a document that reflects your corporate image, and deliver your RFP to a short list of potential vendors for review and proposal submission . Be sure to cut out requirements you don’t need, and add any that are particular to your organization. Title Page [Insert Company Name or Logo] Event Management Services Request for Proposal [Insert Date] 1 Table of Contents Page 1. Company Information 3 1.1 Corporate Overview 1.2 Event Overview 2. Statement of Work 3 2.1 Purpose 2.2 Scope 2.3 Project Schedule 3. Proposal Submission Procedure 3.1 3.2 3.3 3.4 3.5 Vendor RFP Reception Good Faith Statement Communication & Proposal Submission Guidelines Evaluation Criteria Short-list Selection 4. Scope of Work & Business Requirements 4.1 4.2 4.3 4.4 4.5 4.6 4.5 4 5 Plan Sponsors & Speakers Event Promotions Event Plan & Logistics Facilities On-Site Management Destination Management 5. Vendor Information 8 6. Estimated Budget & Resources Required 8 2 1. Overview 1.1.Company Overview Provide a description of your organization including company size, locations, number of employees, and business goals you are looking to achieve. 1.2.Event Overview Provide a detailed description of the event and include the following: Historical frequency of the event Historical metrics (if repeat event - # delegates, staff, demographics) Reason for the event Objective(s) Length/duration of the event Preferred location Partners Metrics & Goals 2. Statement of Work 2.1.Purpose The purpose of this Request for Proposal (RFP) process is to invite event management vendors to submit their proposal to manage the Upcoming Event Here.” “List This document contains the requirements necessary for a successful event. 2.2.Scope Our Company will have internal staff as resources for some aspects of the event such as development of theme, budget, plus event promotions. We will require the event management vendor to manage pre -event planning, budgeting, logistics, and on-site event management. Please see further details in “Scope of Work” section. 3 2.3.Project Schedule This schedule is based on our current timelines, but is subject to change. Project Milestones Deadline RFP Delivered to Vendors September 10, 2010 RFP Close Date November 14, 2010 Start Vendor Evaluations January 4, 2011 Award Contract to Vendor March 10, 2011 3. Proposal Submission Procedure 3.1.Vendor RFP Reception By responding to this RFP, the vendor agrees to be responsible for fully understanding the requirements or other details of the RFP, and will ask any questions to ensure such understanding is gained. Our Company retains the right to disqualify vendors who do not demonstrate a clear understanding of our needs. Furthermore, the right to disqualify a ven dor extends past the contract award period and our Company will be at no fault, cost, or liability. 3.2.Good Faith Statement All information provided by our Company is offered in good faith. Specific items are subject to change at any time based on business circumstances. Our Company does not guarantee that any particular item is without error. 3.3.Communication & Proposal Submission Guidelines Communications shall not be effective, unless a specified procurement executive who is responsible for managing the RFP process formally confirms these communications in writing. In no case shall verbal communication govern over written communications. Please submit your proposal on or before November 14, 2010. 4 Please send questions related to this RFP, and vendor proposals to: Our Company Jane Doe Email: [email protected] Tel: 212-222-2222 Fax: 212-222-2223 3.4.Evaluation Criteria All proposals will be evaluated systematically, based on the following key criterion. The purpose of this section is to identify suppliers with the interest, capabilities, and financial ability to manage our conference, as defined in the “Scope of Work.” Key evaluation criteria include: capabilities demonstrated with past events, budget, depth of capabilities and partners, quality of event, destination/tour management, ability to manage geographic diversity. 3.5.Short-list Selection Vendors who have demonstrated their capacity to meet our needs will be contacted via phone and/or e-mail to be notified of their selection to move forward in the RFP process. Vendors who have not been selected will not be contacted. 4. Scope of Work & Business Requirements Our Company will require the event management vendor to manage the following aspects of the event: 5 4.1.Plan Destination Selection: Work with our Company to provide budget estimates for four potential cities in order to select destination. Pre-Event Schedule: Create project schedule with deadlines and key milestones for the event. Theme: Provide options for conference theme that will be incorporated in all promotions, printed materials, and on-site signage. Budget: Manage overall budget throughout the pre-event planning. Conference Schedule: Work with our Company’s internal staff to create daily schedule of keynotes, breakout seminars and speakers. 4.2.Sponsors & Speakers Sponsors: Contact and confirm sponsors for the conference at various sponsorship levels. Our Company will provide a list of previous sponsors. Communicate with sponsors on their requirements, deadlines, and deliverables. Speakers: Work with Our Company to identify and confirm speakers for the conference, including internal staff, external speakers (keynotes, partners, potential customers). Communicate with speakers on their requirements, deadlines, deliverables, and ensure adequate preparation. Booths: Identify booth set-up requirements for sponsors’ exhibits. Speaker Evaluation: Create and deliver process for delegates to provide evaluation on speakers. 4.3.Event Promotions Promotion: Our Company’s internal staff will coordinate e-mail and other marketing to promote the event to partners and customers. Registration: Our Company will provide online registration for all delegates to sign up and provide updates to the event management vendor. Vendor will be required to create name badges. Promotional Materials: Provide options for and manage production of all event promo giveaways (i.e. – bags, prizes). 6 Conference Materials: Our Company’s staff will provide guidance on materials required (printed and digital). Event management vendor will be required to produce and prepare materials for distribution. 4.4.Event Plan & Logistics Meals: Manage and order all meals for the duration of the conference. Awards: Manage production of partner awards. Our Company will manage award categories, nominations, and selections. Gala Dinner: Manage production of gala awards dinner including agenda, meals, entertainment. On-site signage: Create all on-site signage including schedules, registration area, dinner, session rooms. Audio-Visual: Work with AV contractor/hotel for all audio/visual requirements. Photography: Coordinate photography of the conference including delegates, speakers, dinner, and awards. Staff Coordination: Manage communications with staff involved with the event including marketing/sales/customer service staff and speakers. Media Relations: Coordinate with PR for PR related to the conference. 4.5.Facilities Conference Facility: Assist in selection of conference location. Manage all required space, meals, and audio/visual. Accommodations: Ensure hotel rooms and block discounts for delegates with online and phone booking options. Welcome packages: Provide packages for delegates and sponsors. 4.6.On-Site Management Registration: Manage registration desk on the first day of the conference including sign-in, name badges, and distribution of promotional and conference materials. 7 Daytime & Evening events: Be on-site to manage logistics with hotel staff to ensure a smooth event. 4.7.Destination Management Tours: Provide options and coordinate tours for pre/post -event for delegates. Spouse Program: Provide a spouse tour program. 5. Vendor Information All vendors must also submit the following information: Corporate Overview – legal name; year of incorporation; number of employees. Services – description of all services and products supplied. Markets Served – description of geographic/industry markets served. Partners – list of current event-related vendors and partners. Customer & Event References – a list of other similar events (in scope and industry). 6. Estimated Budget & Resources Required All vendors must provide a breakdown of costs related to management of the event as outlined in the “Scope of Work.” Vendor must agree to keep the quoted pricing in their proposals for a minimum of 90 days after proposal submission. Finally, all proposals must include a project schedule & work breakdown structure, which identifies timelines, key milestones, project phases, or other project plan information. 8 ...
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