A concise RFP ensures that show managers and contractors have a mutual understanding on both price and responsibilities. We need to know what the level of activity will be to determine our pricing. Details, details The actual form of an RFP takes as many shapes as there are shows, since each represents needs unique to the individual event. The best requests, according to polled service contractors, are those that indicate the extent to which each available service will be utilized. If the show has a history for using a lot of rental furniture or displays, or if there's a lot of freight, we need to know.
Volume is a big determining factor in pricing.
In order to prepare a thorough RFP, you must have a clear idea of not only what you need, but what you expect the service contractor to achieve. This is where the detail work begins. This advance work is crucial to getting a realistic bid. The easiest way to conduct a thorough needs assessment is to let history be your guide. Last year's invoices will give you vital information on the type, grade and quantities of equipment you used.