In order to ensure that your attendees enthusiastically participate and engage with your event, crafting a unique and out-of-the-box event experience is a must! You might have several ideas about the ways you can make this happen for your upcoming hybrid event but without the support of talented and experienced vendors – these would just remain creative ideas and never get implemented.
This is where your Request-For-Proposal (RFP) will come handy. An RFP will be the official document that can be released on your website or can be directly sent to several vendors. Your RFP will facilitate a vendor on boarding process that brings you multiple vendor choices from which you can choose the most cost-effective, attendee-friendly and event-specific option. In short, your RFP is the simplified way of going through the lengthy process of evaluating vendors, setting up financial budgets and soliciting bids.
We have collated a few points that must be incorporated in your RFP to find the best-fit vendors for your event.
Define a Clear Path
Get together with your in-house Events Marketing, Management and Orchestration team including the Event Operations technologists, Events Marketing Managers, Marketing Team, Sales Team and others from your organization who can provide a better perspective on your target audience
and their needs. Once you have had in-depth discussions over the flow of the event – you will know the additional requirements for it. The objective of your event (corresponding to the list of requirements) can be provided by the vendors you choose. Make sure your objective, ideals, vision and mission for your event is clearly charted in the RFP document.
Bizzabo’s partnership with Acronis for the Acronis Global Cyber Summit 2020 leveraged powerful integrations and data to create an enhanced event experience.
Compose Strategic Requests
While planning a hybrid event and considering vendor onboarding, the best-for-use event technology, logistics and engagement strategy are three of the most important goals that must be secured. Mention these in your RFP! Include specifications of the event technology required for your hybrid event. Your virtual platform, the inter-connectivity between your virtual platform and your in-person venue are the subjects of concern that must be covered. Include Engagement channels for hybrid events that can help the attendees present at the venue network with their peers connected through the virtual medium as well.