Planning a high-profile corporate event — like a leadership summit, annual meeting, or client appreciation day — takes more than a few phone calls and a spreadsheet. It takes precision, documentation, and the ability to compare multiple full-service vendors clearly.
That’s where Power RFP shines. Whether you’re planning for 30 guests or 300, here’s how to structure your RFP for event management using the platform.
Step 1: Outline the Full Scope of the Event
Start by defining exactly what you’re hiring for. In most cases, you’ll want an end-to-end event partner — not just a caterer or AV technician.
Here’s a sample scope for a leadership summit:
Event Overview:
- Type: Leadership Summit
- Date: September 20, 2026 (flexible ±1 day)
- Location: Greater Vancouver Area
- Attendees: ~300 (mix of internal staff and external guests)
Services Required:
- Venue sourcing and booking
- Event design and branding alignment
- Full catering: breakfast, lunch, coffee breaks
- AV setup and live tech support
- Registration and attendee management
- On-site staff and coordination
- Post-event survey and reporting
📂 Tip: Attach your brand guidelines and a draft agenda so vendors can propose ideas that align with your objectives.
Step 2: Set Up the RFP in Power RFP
Inside Power RFP, create a new project titled something like:
“RFP – Corporate Event Management for 2026 Summit”
In the Scope of Work section, include:
We are seeking a qualified event management partner to plan and execute our 2026 Leadership Summit. The event will take place in September 2026 in the Greater Vancouver Area and will host approximately 300 attendees. Vendors should provide full-service support including venue selection, catering, AV, branding, staffing, and post-event reporting.
Upload relevant documents, such as:
- Brand identity guidelines
- Preliminary agenda draft
- Any venue preferences or restrictions
Set your dates:
- Launch: April 15
- Close: April 29
- Internal review: May 1–6
- Final selection: May 8
Step 3: Add Custom Vendor Questions
Use the questionnaire feature in Power RFP to collect critical operational and logistical details that aren’t always in a quote.
Here are examples tailored to event services:
- What is your contingency plan for weather, illness, or vendor no-shows?
- Do you offer sustainable or eco-friendly catering and materials?
- What platform do you use for attendee registration and engagement?
- How do you coordinate third-party vendors (e.g. catering, decor)?
- Can you provide case studies or examples of past corporate events?
📂 Tip: These questions help you understand each vendor’s process — not just their price.
Step 4: Define Your Scoring Criteria
For event procurement, you’ll likely care about experience, flexibility, and creativity — not just cost.
A sample scoring matrix could look like:
| Criteria | Weight (Out of 5) |
| Price | 4 |
| Service level compliance | 5 |
| Scheduling & flexibility | 5 |
| Ease of doing business | 5 |
| Experience & references | 5 |
📂 Tip: Use the notes field to capture qualitative input from different departments, like marketing or executive leadership, especially if they’re helping evaluate the proposals.
Step 5: Invite Vendors & Launch
You can invite trusted vendors directly or open up to new providers you’ve sourced or been referred to.
Include a quick message, such as:
“We are inviting qualified event firms to submit proposals for our upcoming 2026 leadership summit. Please review the scope and timeline and submit your proposal by [date].”
Once the RFQ is live, all vendors get access to the same content, questions, and submission requirements — no inconsistencies, no follow-up clarification emails.
Step 6: Review & Score Proposals
When proposals come in, Power RFP makes it easy to:
- Review proposals side by side
- Compare budget breakdowns, timelines, and creative concepts
- Evaluate included services and contingency planning
- Score proposals collaboratively with your internal team
📂 Tip: Look beyond the polish. Power RFP helps you spot vendors that are thorough, not just flashy.
Step 7: Select the Right Partner & Archive the Project
After scoring, notify your selected vendor and export their proposal for contracting or approval workflows.
Then:
- Download scoring breakdowns for documentation
- Archive or duplicate the project for future events
- Save top alternative vendors for future opportunities
Final Thoughts
Sourcing the right event partner isn’t just about who throws the best party — it’s about who can deliver a seamless, brand-aligned experience with minimal friction and maximum reliability.Power RFP gives you clarity, confidence, and control — without chaos.
Try it for free and plan your next event the smart way.