Being Clear in Your AV RFP's

The less ambiguity in your request for proposal for audiovisual needs, the better.

By Richard Ferrara

Having worked in production for many years, I’ve seen my share of requests for audiovisual services. I’ve seen formats ranging from specific with minute details to vague and open-ended. As with most things, somewhere in between is best-though you should lean significantly more toward specific.

I’ve received RFP’s as ambiguous as simply requesting “projection.” I can’t imagine anyone would simply request that a catering department set out “food.” The more specific you can be, the more accurate an estimate you will receive. This doesn’t mean you have to list the model numbers and technical specifications of each piece of equipment, however.

I have received plenty of RFP’s that have copied the equipment list from the previous show’s invoice (minus the pricing, of course). While this is certainly preferable to receiving too little information, it doesn’t necessarily give as accurate a comparison as it may seem. There is sometimes more than one way to accomplish the same goal, and prospective vendors may offer new ideas, less expensive options, or both. If everyone bidding is locked into the method chosen by your previous supplier, however, there is less opportunity to outline these proposals.

If information from previous shows is available and still accurate, definitely use it as a guide; but also try to paint a detailed picture of the upcoming event. Let the vendors determine the technical specifications.

When requesting “projection,” list the sources that need to be projected (laptops, video playback, cameras grabbing an image of the presenter, etc.). Include other key details such as room size, projected attendance, number of panelists, and types of presentations (speech only, performances, Q&A, etc.). This information can help determine everything from stage and screen sizes to the types of projectors and sound systems required. You should also list meeting schedules, room availability, and any other factors that will affect labor.

When evaluating vendors, it’s most important to make sure you are comparing apples to apples. Have everyone provide an estimate based on the same requirements. Make sure they list all charges, rental, labor, service/management fees, travel expenses, delivery charges-EVERYTHING. Tell them to pretend it’s a final invoice.

One final point: it’s okay if the estimates are not based on your final requirements, but try to be accurate about the overall extent of your show’s needs. Most vendors determine discounts and rebates according to the size of an event. While requirements certainly change, it’s not fair to promise more revenue than your show is realistically going to generate in order to receive a higher percentage discount. On the other hand, don’t sell yourself short. Let vendors know of other potential sources of revenue, such as exhibitors, affiliates, off-property events, or multiple show-anything that will sway them to offer a more generous proposal.

Richard Ferrara is an account executive with massAV, an event-staging, audiovisual, and production company in Cambridge, Massachusetts. For more information, contact Ferrara at rferrara@massav.com.