Appendix A
The technology checklist.
Every vendor marks the same list — registration, SSO, captions, on-demand, security — as must have, nice to have, or not needed.
FOR EVENT TEAMS TIRED OF WASTING HOURS ON RFPS
Your event RFP
built for you in minutes.
Others hand you a template. This one reads the agenda you already have, asks the rest, and returns a complete production and event technology RFP — virtual, hybrid, or in-person.
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
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 the appendices matter
The RFP tells the story. The appendices are what make the 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_2026.pdf
- DOCXRun_of_show.docx
- XLSXVendor_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
Every drafted answer is 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 your board can defend.
Your board was not in the room when the committee chose a vendor. Three questions decide whether they sign off in one meeting or send you back for another.
Why these vendors? Every section states what the answer changes for a quote, so the document explains its own reasoning without you narrating it.
Why this scoring? The evaluation matrix ships with the weights blank. You set them before the quotes arrive, and you can show that you did.
What is still unresolved? The open items list names each pending decision, its owner, and the date it closes — attached to the RFP, not discovered in the meeting.
Three formats
Pick your format. The builder asks only the questions that apply.
It is comprehensive without being exhausting. Choose virtual, hybrid, or in-person and the interview rewrites itself around you — every question relevant, nothing padded, nothing missing.
Conditional by design
Watch the interview change shape.
Same builder, three very different sets of questions. Nobody answers rigging questions for a webinar, and nobody skips cross-audience audio on a hybrid.
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 are an event agency. We have received the good proposals and the vague ones, and helped planners rewrite the briefs that were costing them money. Those patterns are what this kit encodes: the questions that change a quote, the ones that get skipped, and the gaps vendors quietly fill in themselves.
Sponsorship is already the norm
93%
of associations run a sponsorship program today.
But few rate it as working
44%
of association executives call their non-dues revenue performance good.
And the experts agree
80%
of consultants on those same programs say performance needs improvement.
Nobody needs convincing that sponsorship matters. Performance is the open question. If your RFP never asks a vendor how they will prove sponsor ROI, you will not get an answer.
FAQ