Craft an AV RFP That Gets Results - AV RFP Template

An Audiovisual Request for Proposal (AV RFP) is your megaphone for communicating vision and selecting the right AV partner. A detailed, well-crafted AV RFP is the foundation for your event’s success by clearly conveying needs to guide collaborative solutions. This prevents wasted time and money from misaligned expectations.

Follow these key steps to create an effective AV RFP that drives results:

• Define Your Project: Explain your purpose, scope, and objectives.
• Specify Technical Requirements: Give detailed technical specifications to get the right proposed solutions.
• Set Expectations: Communicate budget, timeline, and venue details.
• Tailor to Your Needs: Customize the template for your specific project type.
• Outline Selection Criteria: Explain evaluation factors so providers emphasize relevant strengths.

With a detailed RFP tailored to your specific project and goals, you can find the perfect AV partner that can bring your vision to life.

AV RFP Template

Creating a detailed request for proposal is crucial for aligning with AV vendors. It allows event planners to convey technical specifications and expectations up front. If you’re unfamiliar with what technical opportunities you have with an event, check out our guide on A/V equipment for event planners.

When designing an AV RFP, start by clearly defining the event's purpose, target audience, and expected number of attendees. Here's our AV RFP template:

I. Event Overview:

• Event date and duration
• Event location with AutoCad drawing (.dwg file) if available
• General description of the event (type of event, attendees' demographics, expected attendance and desired seating configuration)

II. Audio Requirements:

• Define your audio coverage needs. For example, "Require audio system capable of covering over 5,000 sq.ft. area."
• Specify any special audio needs, such as separate PA systems for outdoor areas, live performances, etc.
• How many mics are needed and what type? Ex. “Handheld, lavalier, headset and your favorite throwable mics with your custom logo on them.”

III. Lighting Requirements:

• Describe your lighting needs and be as specific as possible. For example, "Require stage lighting for a 12'x32' stage with capabilities for spotlighting and color washes."
• Highlight any special effects or unique lighting needs such as LED lights, moving heads, follow spots, etc. Do you want any up lights on the drape or around the room? Do you want any custom gobos with your logo? If so, where? Lastly, do you want to create a specific mood in the room with lighting? If so, do you have any picture examples?

IV. Video Requirements:

• Describe your video requirements, i.e., "2 large LED screens suitable for a room size of 5,000 sq.ft. to display cameras and presentations."
• Highlight any additional video services like live streaming, post-event recap video, etc.
• Are cameras needed? If so, how many? Do you want to see these cameras on the screens?
• Will your presenters have any digital presentation they want to put on screens?  PowerPoint or Keynote slides, for example.
• If you will have digital presentations, will a wireless slide advancer or a “clicker” be needed?  This allows the presenter to advance their slides wirelessly.
• Do you want any monitors for the presenters to see at the end of the stage? If so, what do you want on these screens? Do you want a countdown timer?

V. Drape Requirements:

• Specify total linear footage of drape needed. Ex: "Require 150 linear feet of drape."
• Include height drapes should be installed at. Ex: "12 ft height."
• Specify drape colors needed.

VI. Load-in/out Dates and Times:

• Provide precise load-in/out dates and times that align with your event schedule and venue availability.

VII. Schedule:

• Provide a detailed schedule for each day, including start/end times and breaks.
• Include the expected number of presenters each day and their requirements if any (e.g., wireless microphone, teleprompter).

VIII. Other Specific Requirements:

• If the event requires rehearsals, provide dates and times for this.
• Any other special requirements such as stage setup (lectern, ramps, backstage monitor), rigging points, etc.

IX. Budget:

• If feasible, provide a budget or range which will help suppliers create a fitting proposal.

X. Site Visit:

• If possible, offer a site visit for prospective vendors to inspect the venue.
• A well-detailed RFP enables vendors to fully understand your expectations, provide accurate quotes, and design an AV solution best suited for your event.

How To Distribute Strategically

Once your AV RFP is complete, thoughtful distribution is key to getting it in front of the right providers. Consider these tips:

• Leverage industry directories and resources specific to your required services to pinpoint relevant providers.
• Research companies' technical capabilities and project portfolios to determine their expertise with similar projects.
• Send the RFP directly to vendors you have existing relationships with or whose work aligns with your needs.
• Widen distribution through AV industry websites, trade publications, and membership organizations.
• Follow up with providers after sending the RFP to confirm receipt and field any initial questions.

Strategic distribution puts your RFP in the hands of qualified vendors, increasing the chances of receiving strong proposals suited to execute your vision.

Refine Your RFP with Dialogue

The RFP process also presents an opportunity to engage in dialogue with potential partners. 

Considerations:

• Be available to field vendor questions and provide clarification during the response period.
• Discuss initial proposals through calls or meetings to better understand approaches.
• Provide feedback to refine responses to perfectly suit your needs.
• Adjust your RFP if you discover missing requirements based on proposal responses.

Discussion allows for refinement on both sides, resulting in proposals sharply aligned with your goals. Leverage the RFP process to collaboratively polish project plans.

With strategic distribution and ongoing dialogue, an AV RFP sets the stage for identifying the ideal partner to make your vision a reality.

Final Thoughts

Crafting an AV RFP sets your project up for success by clearly communicating needs to potential partners. Keep these tips in mind:

• Be as specific as possible when detailing technical requirements and project expectations. Ambiguity leads to misalignment.
• Customize the template and language for your particular project type and organization. A one-size-fits-all RFP is less effective.
• Write clearly and concisely to make the RFP easy to digest for respondents.
• Outline selection criteria upfront so vendors emphasize their relevant strengths.
• Encourage discussion during the process to refine approaches.
• Distribute strategically to reach the most qualified vendors. Cast a wide but targeted net.

The time invested in an AV RFP pays dividends through proposals that hit the mark and facilitate the ideal partnership. With a detailed template and effective process, you can kickstart your project on the right foot.

Looking for an experienced, innovative AV company? You’ve come to the right place! With hundreds of live events under our belt, we’re ready and willing to bring your event to life. Reach out for a free consultation.