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.

How to Create an Effective RFP for an Event Management System?

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.

1. Needs Analysis - The Foundation of an Effective RFP

Before you start writing an RFP, you need to thoroughly understand your own needs. Think of it as interviewing yourself and your organization.

Define the Purpose of Your Events

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.

Determine Participant Characteristics

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.

Assess Scale and Frequency

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.

Identify Issues in Your Current Process

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.

Consider the Needs of Different Departments

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.

2. Key Functional Areas of the System

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:

Participant Registration

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.

Event Website

Modern systems offer built-in event page creators. Ask about:

Payment System

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.

Communication with Participants

Effective communication is key to participant satisfaction. Ask about:

Check-in and Access Control

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.

Reporting and Analytics

Data is a valuable resource for every organizer. In your RFP, include:

Specialized Functions

Depending on the specifics of your events, consider including:

3. Support and Data Security

Technology isn't everything - the support offered by the provider is equally important.

GDPR Compliance

In your RFP, be sure to include data protection compliance issues:

Technical Infrastructure

Ask about technical aspects:

Technical Support

One of the most underrated yet crucial elements of cooperation:

Implementation Support

Also consider what support you need when starting to work with the system:

4. Commercial Aspects

Choosing the right business model is as important as system functionality.

Licensing Models

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.

Difference Between Implementation and Subscription Models

In your RFP, it's worth clearly stating what you expect:

Pricing Transparency

Ensure your RFP requires clear specification of all costs:

Custom Domain and Branding

Ask about the possibility of:

These elements often involve additional costs but can be crucial for the professional image of your event.

5. Provider Qualifications

Evaluating the provider itself is as important as evaluating their solution.

Market Experience

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.

References and Case Studies

Request:

Flexibility and Customization Options

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.

6. RFP Structure and Evaluation Process

The final step is giving form to your RFP and establishing a provider selection process.

Standard RFP Document Structure

Your RFP should include:

  1. Introduction - brief description of your organization and events.
  2. Schedule - dates for proposal submission, presentations, provider selection.
  3. Functional Requirements - detailed list of functions divided into categories.
  4. Technical Requirements - technical specifications, security, integrations.
  5. Commercial Terms - expectations regarding the pricing model.
  6. Selection Process - evaluation criteria, selection stages.
  7. Response Form - standardized format facilitating comparison of offers.

Evaluation Criteria with Weights

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.

Process for Comparing Offers

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.

Summary: RFP as Your Roadmap to Success

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

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