Often an overlooked aspect of event planning, a Transport Service Request For Proposal or RFP is integral to the success of any event undertaking. What most managers mistakenly do is merely create a spreadsheet requesting price information, and if you’re one of them, you are missing out.
Creating an RFP for an event transportation service can be a daunting task that could take up a significant amount of your time. However, if you properly organize, prepare and pen an RFP, you will be able to reap the benefits in the long run.
What Is An RFP?
In simpler terms, an RFP is a business document that enumerates the details of a project as well as the terms, conditions, contracts and evaluation criteria based on a set of specifications. In other words, its the list of deliverables a client expects the contractor to fulfill on the completion of a project.
An effective RFP should be parallel with an organization’s values and goals. Project managers are all familiar with conducting an RFP. In the case of event managers, it’s a way to review bids that have been solicited to vendors and select the best ones to help in the fulfillment and ultimately the success of an event.
It is only imperative to have the right RFP if you want your event to be successful. Let’s go over some guidelines our expert event transportation planning consultants have prepared to create an RFP that’s comprehensive.
Establish Your Goals
A plan without a goal has no direction. When you start writing an RFP, your company goals should already be explicitly defined. This way, you will have an idea of the necessary steps required to achieve them and define them in your RFP. It is also important to involve the team to ensure that everyone’s goals are aligned.
Think Of Ways To Measure Your Success
Once your objectives are set, it will be easier to effectively manage your resources and time, which will ultimately help you reach your goals. Think of ways to measure your success and mention those on your RFP. Make sure that your goals are achievable and in line with your current resources. Creating a baseline metric is essential to effectively measure your success.
Gather Data
In creating a baseline metric, nothing is more reliable than data, and the only way to obtain factual data is through research. Check your company’s standing. For instance, if your goal is to reduce your event production costs, check how much you are currently spending and start from there. Metrics are there for you to compare and measure your success. Reflect your metrics in your RFP using the data gathered.
Clearly Enumerate The Scope Of Work
One thing that’s true about RFPs is that it’s all about the details. And the scope of work is a crucial part of your RFP, so it should be detailed. This is where the execution is laid out and enumerated for a vendor. Any part that’s missed will lead to confusion and may result in an unsuccessful event. Event transportation planning is all about specifying all the steps and deliverables required to successfully execute an event. Similarly, a successful event is something that’s accurately planned and executed.
Choose Smart
Once you have your RFP ready, it’s now time to solicit bids. Selecting which transport service company will be participating is as important as preparing your RFP. Talk to other companies who have gone through the same process as you. Inquire about the most reliable vendors in your industry. This is a great way to filter out the best ones and eliminate the vendors that do not fit your standards. There are a multitude of event transportation planning consultants claiming to be the best so choose smart!
If you want to know the right questions to ask, check out our blog on hiring a transport consultant.
