Organizing virtual and hybrid events requires you to have superior technology to handle every aspect of the event. So, when choosing an event partner for your virtual or hybrid event, they must have the technology to meet your needs. However, knowing exactly what technology capacities to look out for in your next event partner might be challenging.
If you feel this way as an event organizer, you’re not alone. To help you determine what questions to ask in your next RFP, we’ve compiled a list of ten key questions to help you choose a great tech partner. We also describe why an RFP helps you plan your event successfully.
For corporate organizations, an RFP, or request for proposal, is a document that announces a project and solicits contractors to bid for it. RFPs are used in many industries and allow businesses or companies to get the best project bids. An RFP contains:
For events, an RFP allows you to identify event partners and select the best one for your event. RFPs are excellent for complex, specialized projects. Today’s events involve many moving parts — from marketing to registration to modern engagement options such as gamification. As the events industry grows more complex, RFPs are becoming more suited for large organizational events.
Here are a few reasons why you need an RFP when planning your next event:
When drafting a request for a proposal, a good amount of work goes into defining the goals and objectives of the event. Usually, stakeholders will have to meet to define what is expected from an event partner. This helps the organization to define what objectives need to be met by organizing the event.
Beyond defining the event’s goals, an RFP outlines the event’s requirements in detail. Top priority items are discussed. This way, stakeholders determine the broad and specific goals of the event in advance. Timelines, budgets, and project scope can be discussed when preparing an RFP. This is critical for evaluating the event’s success after its implementation.
By determining what features are necessary for your event’s success, you can effectively screen bidding event partners for qualified ones. A request for proposal outlines the essential features your event provider needs to have to meet your needs. For example, suppose your RFP mentions that your event partner needs to have video networking. In that case, you’ll only look at partners who offer this feature.
Success as an event organizer means meeting your key event goals. With an RFP, you can understand your events better and what you need to organize them successfully. This helps you select a partner best suited to meet your event goals. This way, you can stay on top of the project and ensure success.
Here are ten key technology questions to ask a potential event partner in your next RFP:
Offering flexibility in accessing your event platform is critical and allows your attendees to have multiple options. Ask if your event partner has an event app or web-based platform. Usually, a web-based platform is more accessible to a wider audience, as they only have to click a URL without needing to download anything.
Event marketing is a critical aspect of organizing an event. A great event partner can help you with many important aspects of event marketing, such as social media and email marketing. It’s critical to determine your event partner’s marketing capacity.
Attendees typically don’t like filling out long forms. Your event registration needs to be as simple as possible. It’s also critical to ensure that your event partner provides secure and efficient payment options, so your attendees can register quickly.
Event branding is essential for delivering value to your sponsors and helping your organization stand out. From a brandable virtual event platform to branded event badges for in-person attendees, choosing an event partner that helps you stand out is important.
Check-in is the first point of contact between your attendees and your event. Contactless check-in offers a smooth, fast, and easy check-in option for your in-person attendees, often via a QR code. When picking an event partner, ensure that they offer smooth, seamless check-in functionality.
Audience engagement is critical for delivering value to your attendees and encouraging them to return for subsequent ones. When choosing an event vendor, ask if they have useful attendee engagement features such as quizzes, gamification, and more.
A great event partner helps you to deliver value to your sponsors. Sponsors benefit from visibility and data analytics, so these functionalities must be in place for your event. You can also ask about sponsor booths, branding, etc.
Most professionals agree that networking is one of the highlights of attending events. Whether it’s a virtual or hybrid event, ensure that your event provider has adequate support for attendees to network. Whether they offer chat, video, or breakout rooms, talk to your event partner before making a decision.
Technical support is essential for an event to progress smoothly. It’s always possible for a small hiccup to occur at an event, no matter how well it’s been planned. Therefore, ensure that your event tech partner has adequate on-hand technical support for your event.
Data analytics drives confident decision-making. An event can provide the organizers and sponsors with a wide range of valuable data. However, not all event partners have robust features for data analytics. Talk with your events partner to ensure they have sufficient tools to meet this need.
An RFP is a great way to define your goals and ensure success at your event. By asking the right questions in your RFP, you can pick a great event partner to help you create amazing events.
