Essential Tips for Sending an RFQ to an Event Manager

Sending a Request for Quotation (RFQ) to an event company is sometimes the first step in planning your event when you’re doing it on your own. In this blog post, we’ll share some valuable tips to ensure a smooth and effective RFQ process for your event.

Clearly Define the Scope of Work:

It’s crucial to be crystal clear on the scope of work you expect from the event manager. Clearly outline the tasks and responsibilities you want them to handle. Do you need their assistance from the initial planning stage to the execution, or do you have specific tasks in mind? To make it easier for them to provide accurate pricing, it’s best to use bullet points. This way, they can refer to your requirements and ensure they meet all your expectations.

Include Essential Event Details:

Don’t forget to provide the basic information about your event – date, time, location, number of guests, overview and objective of your event. Seems like a no-brainer but we’re not here to assume. Also, if there are proposed budget figures please include them. At this point, you can be guided on if it is realistic or even if the person you’re reaching out to is the best fit for you and your event.

Allow Sufficient Response Time:

Now, here’s a practice you should avoid: expecting an immediate response. Keep in mind that preparing quotes takes time, especially if they want to provide you with a well-thought-out and strategic proposal. In addition, quotes often require information from third parties, which means the person you’re requesting the quote from may need to wait for that information to respond to you. Asking someone to turn a quote around in 48 or 72 hours is simply unrealistic depending on the scope. Even if the event manager is lucky enough to have a dedicated team for such tasks, they still have other things going on and are likely in the midst of other projects too. As much as possible, a lead time of around one week is appreciated.

Inform Unsuccessful Bidders

Once you have made a decision, advise the unsuccessful bidder of your decision. It’s not just about being professional, but also about keeping things friendly in the industry. Event managers really appreciate getting feedback and being told about your decision. It shows that you value their time and hard work. Plus, by giving them this notice, you’re actually increasing the chances of them responding positively to any future RFQs you send their way. It’s a win-win situation!

Sending an RFQ to an event manager doesn’t have to be a daunting task. By following these essential tips, you can ensure a smooth and effective RFQ process that leads to a successful collaboration. Clearly defining the scope of work, providing necessary event details, allowing sufficient response time, and informing unsuccessful bidders of your decision all contribute to maintaining professionalism and fostering positive relationships within the industry. Remember, these small steps can make a big difference in the success of your event and future engagements with event managers. So go ahead and send that RFQ with confidence, knowing that you’ve covered all the bases!