How to Create an Effective RFP for an Event Management System?
An effective RFP is the foundation of successful cooperation with an event technology provider. Learn how to prepare a document that precisely defines your needs.
An effective RFP is the foundation of successful cooperation with an event technology provider. Learn how to prepare a document that precisely defines your needs.
Choosing an event management system is one of the most important decisions you'll make as an organizer. Whether you're organizing industry conferences, training sessions, or hybrid events, the right technological tool can determine the success or failure of your entire venture. The key to finding the perfect solution is a well-prepared RFP (Request for Proposal).
Over the last decade, I've worked with hundreds of organizers who faced similar challenges. Those who invested time in thoroughly preparing their RFPs were much more likely to find a system that truly met their needs. In this article, I'll show you how to create an RFP that will become your roadmap to choosing the ideal technology partner.
Before you start writing an RFP, you need to thoroughly understand your own needs. Think of it as interviewing yourself and your organization.
Different events require different system functionalities:
How does this work in practice? One of our clients organizing a series of technology conferences initially planned a system just for registration, only to later discover they also needed a module for collecting abstracts from speakers. A detailed analysis of objectives allowed them to avoid having to implement additional tools in the middle of preparations.
Consider:
Answers to these questions will help determine whether you need, for example, a multilingual interface, group registration, or different registration paths for various types of participants.
Are you organizing:
Your answer will influence which licensing model will be most cost-effective for you. An organizer running 20 events annually needs a different solution than one preparing a single flagship event.
This is particularly important if you're already using some solution. Ask yourself:
Example: One medical conference organizer was spending dozens of hours manually issuing invoices. In their RFP, they included automatic invoicing as a critical requirement, which saved them approximately 10 hours of work per month for each event.
Consult with representatives from all teams involved in the event:
In one company we worked with, it was only during implementation that it became apparent that the compliance department required specific reporting for pharmaceutical events. Had this been included in the RFP, delays and additional costs could have been avoided.
After defining your needs, the next step is to determine the required functionalities. Here are the most important areas you should include in your RFP:
This is the foundation of any event system. In your RFP, include:
Real-life example: A tech conference organizer needed 7 different registration paths with separate forms. The system they chose without a proper RFP supported different ticket types, but it turned out that the selected system didn't offer personalization of registration forms for each ticket type separately.
Modern systems offer built-in event page creators. Ask about:
Financial management of the event is a critical element. Make sure your RFP includes:
A business conference organizer lost nearly 10% of potential revenue because their system didn't support AmEx cards, which are popular among corporate clients. A detailed RFP would have prevented this problem.
Effective communication is key to participant satisfaction. Ask about:
For in-person events, key functions include:
Example: A trade show organizer who omitted this element in their RFP had to purchase an additional access control solution at the last minute, generating unnecessary costs and integration issues.
Data is a valuable resource for every organizer. In your RFP, include:
Depending on the specifics of your events, consider including:
Technology isn't everything - the support offered by the provider is equally important.
In your RFP, be sure to include data protection compliance issues:
Ask about technical aspects:
One of the most underrated yet crucial elements of cooperation:
Also consider what support you need when starting to work with the system:
Choosing the right business model is as important as system functionality.
List preferred options in your RFP:
Each of these models has its advantages and disadvantages. An organizer of regular webinars will benefit from a subscription, while a company organizing one large event per year would likely prefer a per-event fee.
In your RFP, it's worth clearly stating what you expect:
Ensure your RFP requires clear specification of all costs:
Ask about the possibility of:
These elements often involve additional costs but can be crucial for the professional image of your event.
Evaluating the provider itself is as important as evaluating their solution.
Ask about:
Example: A company with 10 years of experience in serving scientific conferences will be a better choice for a medical congress organizer than a startup specializing in music festivals.
Request:
Assess how flexible the provider is:
A retail trade show organizer needed an unusual integration with a CRM system. The provider who demonstrated flexibility and built a dedicated API proved to be a much better partner than competitors offering cheaper but rigid solutions.
The final step is giving form to your RFP and establishing a provider selection process.
Your RFP should include:
It's important to determine which elements are most important to you. Sample weighting structure:
With this approach, you'll avoid situations where an attractive price overshadows functional shortcomings or poor support.
Don't stop at written responses. Plan:
Many organizers regretted not testing the system before purchase. Only in practice did it become apparent that an interface intuitive to the salesperson was complicated for the average user.
A well-prepared RFP is not just a formality - it's the foundation of successful cooperation with an event technology provider. This document serves several key functions:
Remember that choosing an event management system is not a one-time purchase but the beginning of a partnership. The provider who best responds to your RFP will likely also be the best partner in long-term cooperation.
Preparing a comprehensive RFP requires time and effort, but it's an investment that will pay off multiple times. Organizers who clearly define their needs rarely change systems and use their capabilities more effectively.
I encourage you to treat the process of choosing an event system as a strategic decision. Test different solutions, ask tough questions, and don't be afraid to negotiate terms. An event system should be a tool that streamlines your work, not generates additional problems.
And if you need additional guidance or have questions about preparing an RFP, we're happy to help. Years of experience with hundreds of organizers have taught us that no two events are identical, and consequently, no two sets of requirements are the same.
Tomasz Chrościechowski