Event Management RFP

What we need in the brief

The more of this you can share up front, the more precise the response and the fewer rounds of questions.

Event format, dates and number of days

Expected delegate numbers and audience profile

Cities and countries involved, and whether the venue is already contracted

Scope required: production and AV, logistics, delegate management, travel, content, staffing

Budget range or budget band, and what it must cover

Decision timeline, scoring criteria and required contract terms

What procurement usually asks for

Most scoring frameworks come back to the same evidence. We supply it as standard rather than as a chargeable extra.

Named delivery team with roles, and who is physically on site on the day

Scope of work with assumptions and exclusions written in plain language

Costed breakdown by workstream, not a single day rate

Risk register, contingency plan and technical redundancy on the critical path

Insurance, method statements and risk assessments

Payment schedule, cancellation terms and change-control process

Sustainability and travel policy alignment where it forms part of scoring

Scope we can bid for

You can tender the whole programme or a single workstream. Common single-workstream bids are conference production , event logistics , delegate management , event air travel and global broadcast production . Multi-country and rollout programmes are covered by multi-city event programmes .