Appendix A
Event tech checklist.
Every vendor marks the same list of tech capabilities: ticketing, integrations, captions, on-demand, security. You compare apples-to-apples.
FOR VIRTUAL, HYBRID, AND IN-PERSON EVENTS
Your event RFP, drafted for you in minutes.
- Upload any docs about your event
- Review drafted answers and save 4+ hrs
- Get a complete event RFP (planning, production & tech)and finally, vendor quotes that line up side-by side.
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What you get
Quotes you can finally line up side by side.
Three agencies, three PDFs, three different structures. Nothing lines up, so the cheapest number wins by default. Your RFP fixes that before it goes out.
Same questions, three quotes
ComparableLine itemAgency AAgency BAgency C
Platform + streaming$41,000$38,500$47,200
Multilingual Captions (Appendix A)Included$6,400Not offered
On-site crew at peak$22,800$25,100$21,600
Rehearsals (Appendix B)2 includedPriced hourly3 included
WHY APPENDICES?
The RFP tells the story. Appendices make answers comparable.
Appendix B
The add-ons menu.
Every service marked included, priced as an option, or not needed. Itemized figures with no commitment to buy.
Appendix C
The production detail.
Session counts, peak concurrency, rehearsals, studio vs. remote — the specifics that swing a quote by tens of thousands.
Also inside
Six more things you would otherwise write yourself.
Twelve sections that explain themselves.
Each one says why a vendor needs the answer, so your committee knows what it unlocks.
A venue section that matches your situation.
Booked? Six questions about what you committed to. Still looking? A sourcing brief an agency can act on.
Two hidden-cost checklists.
The venue terms that become change orders, and the virtual overages that blow up a budget after signature.
An open items list.
“Not yet decided” is a real answer. Every one compiles into a list vendors can price around.
A pre-RFP alignment worksheet.
Six questions, one page. It surfaces the disagreements that otherwise appear in week nine.
A weighted evaluation matrix.
Weights left blank on purpose, plus a completeness check so nothing goes out with a gap.
How it works
Most of your RFP is already written. It’s sitting in your agenda.
Upload the documents you already have and the builder drafts the answers for you. You confirm, not type.
- 1
Pick your format.
Virtual, hybrid, or in-person. Every question after this matches it.
- 2
Answer a short intake.
Dates, headcount, budget range, and what you need an agency to handle.
- 3
The part that saves you the afternoon
Upload your documents. Watch the answers fill in.
Agendas, run of show, old quotes, survey exports. The builder reads them and drafts dozens of answers across the interview, each one flagged so you can confirm or correct it in one click.
Your event · Step 1Drop what you already have
- PDFAgenda_2027.pdf
- DOCXRun_of_show.docx
- XLSXPast Vendor Quote.xlsx
- CSVSurvey.csv
- Event nameAnnual Leadership SummitAI draft
- FormatHybridAI draft
- Dates14–16 April 2026AI draft
- Expected attendance1,200 in person / 800 onlineAI draft
- Session count38 across 4 tracksAI draft
- Peak concurrency6 rooms at onceAI draft
AI drafted answers are flagged until you confirm it. Nothing goes into your RFP that you have not seen.
- 4
Confirm the drafted answers.
Each one is flagged until you approve it. Edit anything in a click.
- 5
Answer the few follow-ups.
Plain language, with a note on what each answer changes for a vendor.
- 6
Download and send.
The RFP, three appendices, and your open items list, ready to go out.
The builder never invents your budget or your evaluation weights. If a decision belongs to your committee, it says so and puts the item on your list.
Why this matters for your board
An approval that doesn't need a second meeting.
Whoever signs off wasn't in the room when you picked the vendors. These three questions decide whether they approve it in this meeting, or send you back for another one.
Why does this cost what it does? Every requirement in the RFP states what it changes about the price, so the reasoning is already on the page. Nobody has to explain it live.
Why this scoring? You set the weights before a single quote comes in, so nobody can say the scoring bent to fit a favorite.
What's still unresolved? The RFP lists every pending decision with an owner and a close date, so nothing surfaces for the first time in the approval meeting.
For whoever's approving: the reasoning, the scoring, and the open items are already in front of them, so there's no follow-up call needed.
Three formats
Pick your format. The builder asks only the questions that apply.
Comprehensive AND quick!?
Yep.
Choose virtual, hybrid, or in-person and the interview rewrites itself around you.
Event format
- Dates, headcount, and budget range
- Streaming platform and registration
- Captions, translation, on-demand window
- Concurrent stream limits
- Cross-audience audio and Q&A
- Remote presenters into the room
- Rooms, seating, and staging
- House AV mandates and rigging
- Load-in windows and floor plans
- Evaluation criteria and open items
8 questions for a hybrid event. The rest never appear.
Why trust this template
Built on years of reading, answering, and fixing real event RFPs.
We’re We & Goliath, an event agency. We’ve read the vague RFPs and the good ones, and spent too many hours in back-and-forth Q&A because a scope wasn’t clear from the start. We built the Event RFP Builder so any event planner, not only ours, could get the scope right the first time and receive quotes that actually match.
We & Goliath experience
500+
events produced
20+
years in the business
GOLD
People’s Choice Virtual Event of the Year — two years in a row
Once your RFP is done, you can send it to us in one click if you’d like.
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