Steps to Create a Precise RFP for Virtual Events
Virtual or hybrid events are challenging, and finding the right partner to organize them can mean the difference between success and failure. The sudden outbreak of the pandemic and stringent lockdowns forced the companies and institutes to switch to virtual events quickly. As a result, many events ended in below-satisfactory outcomes.
Now businesses have enough time to contemplate their needs and expectations from such events. They can take time and extensive deliberation to team up with the right partner who understands their needs and priorities.
Here are some points to ponder while drafting the RFP and combing the ideal virtual or hybrid event partner.
- Identify the Scope of RFP (One or multiple meetings)
Determine the number and kind of virtual meetings and events your organization would need to conduct. You may want to draft your RFP only for an annual meeting or for a broader portfolio.
Often companies go for a long-term approach and send RFPs for symposia, appraisal events, conferences, etc. Such RFPs help the internal team to learn once and organize multiple events.
- Make Your Service Requirements Clear
The services you require from the event partner depend on your capabilities. Some organizations have teams well-equipped to handle registration and member database management, etc.
They can ask for proposals only for other services. However, some organizations would like to get an end-to-end solution. In either case, your RFP should clearly define your requirements and expectations from your partner.
- Include Numbers and Specific Technical Requirements
Ensure that you highlight the expected audience size and number of presenters, exhibitors, and poster authors. Include the number of pre-recorded sessions, live sessions, and on-demand sessions you would need.
Also, specify your network and feature needs. These details help the event organizers to understand the event’s scale and scope and deliver to your needs. It a good idea to classify your requirements as must-have, preferred, and optional categories.
- Deliberate Your Audiences
A meeting with the c-suite and a corporate appraisal event would need a completely different design, content creation, and user experience. Similarly, an event for an educational institute and music festival will be entirely different.
Defining your audience in RFP helps the prospective partners to create a customized and engaging interface for the users.
- Know Your Capabilities and Extend of Support Needed
This step is all about knowing your team, its availability, and potential. You distinguish the areas that your team would handle and where the partner should assist.
It includes details like whether you need support only during the setup or through all stages. You also specify if your partner should extend support to the attendees, authors, and speakers.
- Establish and Categorically Define Your Pricing Philosophy
Defining a format for pricing makes it easier to compare and shortlist proposals. Specify the format in which you would like to know the pricing. The pricing formats can be per-session, per-attendee, or per-poster.
It helps you break down and plan your expenses. You can also ask the event organizers to specify the rates in deeper granularity.
- Ask for References
Do not hesitate to ask for references while finding the right event partner. You can seek direct testimonies from your peers who have worked with your shortlisted partners.
First-hand feedback will provide you valuable insight into their technical competence and help build progressive relations with the event partners.