Putting together an accurate and informative RFP is instrumental in reducing additional charges and establishing the start of a great working relationship with your audio visual vendor. The problem with many RFPs is that they don't take into account the perspective of the expertise that the writer is seeking. Creating a detailed RFP saves time and increases your chances of having a more stress free and successful event. Here are some key details to include when constructing an RFP:
Start with the basics. You should have a schedule that includes which events will be on each day. How many expected attendees will be at each event. In addition to general sessions and breakouts, be sure to include any receptions, meetings or galas that might need technical support. This will help avoid any additional labor charges.
Include the name of the venue, which rooms will be utilized for each event and the load in times for each room. These details are key in not getting unexpected overtime and/or double-time labor charges for overnight installs.
How many panels and presenters will be speaking at each event and, if possible, a preliminary schedule or run of show. This helps to determine the number of mics and staff that will be needed.
Include a seating chart or the style of seating that will be used for each event. Theater style takes up significantly less space than classroom style and may have an effect on the the level of sound and projection quoted.
Will there be any live entertainment? If so, be sure to include a rider with their technical requirements. This can always be added later but expect additional charges if extra mics, speakers/monitors or monitor engineers are needed.
If random equipment is needed, such as monitors or video cameras, include what the use will be so any equipment that is needed to support their use can be added. For example, if you request a monitor to stream the general session into pre-event space, more than likely you will also need a very long SDI cable, and at least one video converter.
Use photos and descriptive wording to relay the look and feel that you want for your events. This will help AV companies in determining which production elements to suggest such as uplighting, moving lights or gobos.
If you can get these points included in your RFP, you are on your way to a successful event and finding the right AV Partner. Happy planning!
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