An event RFP is not a request for agencies to guess what the organisation wants. It is a decision document that defines the problem, constraints and selection method while leaving room for expertise.
Copy this RFP structure
1. Organisation and context
Explain the brand, programme history and reason for the event.
2. Business objective and audience
State the desired behaviour or result, audience segments, expected attendance and stakeholder priorities.
3. Event facts
List date or window, city, duration, format, venue status and confirmed dependencies.
4. Scope of work
Cover strategy, creative, content, registration, venue, production, fabrication, digital, speakers, entertainment, travel, hospitality, staffing, permissions, safety, measurement and handover. Mark what the client or another partner owns.
5. Experience and technical requirements
Provide brand guidance, space needs, stage/screen expectations, streaming, connectivity, accessibility, sustainability and content formats without prescribing solutions unnecessarily.
6. Timeline and governance
Include question deadline, response date, presentation, selection, contracting, milestones and event date. Name the RFP contact and approval group.
7. Commercial response
Request itemised costs, professional fees, mark-ups, taxes, assumptions, exclusions, optional items, payment milestones, cancellation and change rates.
8. Evidence and team
Ask for relevant cases, references, proposed team, subcontracting approach and the delivery role behind each example.
9. Evaluation
Publish the scoring categories and required response format. Make the process fair and comparable.
Before issuing the brief, read how to choose an event management company in India and the 2027 agency cost guide.
