A better event brief gets better proposals.
Use this scope checklist when requesting quotes from event planners and production partners.
A useful request for proposal makes vendor responses comparable. Share the same assumptions with every agency and label unknown items clearly instead of allowing each proposal to make different guesses.
Project overview.
State the organization, contact roles, purpose of the event, audience and the decision the event is intended to support.
- Event name and business objective
- Date options, duration and city
- Expected and maximum attendance
- Internal approval lead and purchasing process
Scope and responsibilities.
List which services are required, already contracted or excluded. Be explicit about whether vendors will be paid directly by the organization or through the planner.
- Venue sourcing and contracting
- Event concept and design
- Guest invitation, RSVP and registration
- Catering, rentals, AV, entertainment and signage
- On-site staffing and show management
Budget and proposal requirements.
Request pricing in a consistent structure. Define budget ceilings where possible, ask about change orders and require the assumptions that determine staffing and production costs.
- Professional fees and payment milestones
- Third-party estimates and exclusions
- Travel, overtime, insurance and taxes
- Cancellation, rescheduling and contingency
- Reference projects and deliverables
Evaluation and next steps.
Review fit, process discipline, comparable work and quality of the proposed team. A credible proposal should explain unknowns as clearly as it explains the concept.
- Comparable experience and references
- Planning schedule and communication approach
- Assigned lead and onsite responsibilities
- Open questions and decision deadlines
Tell us what you are planning.
A date, approximate guest count, location and the purpose of the event are enough to begin.
EVENT INQUIRY
Share what you know. We can define the remaining details together.