Of course, nothing is perfect, but that doesn’t mean you can’t strive for an event that is nearly flawless in every detail. In order to do that, you need to book the ideal vendors, and that begins with your RFP. Ruth Wikoff-Jones, CSEP, Sr. Event Purchasing Manager | Channel & Employee Loyalty for One10, has years of experience crafting RFP’s that not only draw in the right vendors, but also weed out the ones whose proposals could potentially eat up valuable time.
Q. Tell me about your position at One10?
A. I’m a Sr. Event Purchasing Manager for One10 and my role is to work with new and existing clients to develop meeting and event solutions to engage employees and customers.
Q. When crafting an RFP, where do you begin?
A. First I look at the needs of client, then I outline as much as possible for the potential vendor —space needs, date requests, any specific items, pricing, turnaround time and proposal due date. I also include any client requests for photos or write ups that the vendor should provide. I put all of this into document form, and then send out to suppliers. Usually, we know what we’re looking for, so we send the RFP to specific suppliers. When we contact them directly, we generally expect to engage with them.
Q. What do you look for in a proposal?
A. Of course, the ultimate decision is the client’s. Budget is a big factor, especially these days, so we’re clear in the RFP about needing a vendor’s best pricing up front. Often the pricing we receive on the first round will determine if a vendor is included in our overall proposal to the client. And negotiations happen on a much shorter time frame these days.
Personally, I look for creativity. In other words, what do they have that’s either an element no one else offers, or do they offer something out of the ordinary that I can then turn around and sell to the client? But in terms of general requirements, I look to see if the vendor sent the information that I requested. Did they respond electronically and follow up with questions? Are they targeting my client and the attendees? In issuing the RFP, we walk a fine line — I need to provide relevant details, but I also don’t want to direct them too much because I want to see what they’re going to come back with.
Q. What vital information should you include in an RFP to target exactly the vendor you’re looking for?
A. Really, you want to take the time to determine to whom you want to send the RFP. The problem with a blanket RFP is that you’ll often get back a wide range of vendors that don’t fit, or a vendor who isn’t appropriate for your event. For example, a wedding planner responding to a corporate event. We try to match the vendor, their work and our client’s style. It’s important to figure out what you’re looking for and communicate as much detail as possible.
Q. Is there one thing you should never include in an RFP?
A. Of course, you want to include enough information to get the right vendor, but not so much that they’re going to try to target the client outside of your relationship. As unethical as that is, I’ve seen it happen. We hear about it from our client’s too if a vendor we’ve contracted goes direct.
Q. What’s the most important thing a planner should keep in mind when sending out an RFP?
A. The more info you give your suppliers upfront — deadlines, budget, etc. — the better.
Q. Anything else?
A. Be strategic about who you’re sending your RFP to. Blanket RFP’s can sometimes net some things you weren’t expecting, but first and foremost, understand who your go-to suppliers are.
