The reason AV bids are so hard to compare is that planners rarely give vendors the same information, so every quote assumes something different. Fix that, and the right partner becomes obvious. Here's exactly what to include.
You don't need a formal 20-page RFP. You need to hand every vendor the same clear picture of your event so their numbers mean the same thing. Copy the checklist below into your email or brief.
The essentials (every vendor needs these)
- Event name, type and goal, a sales kickoff, a gala, a product launch and a wedding all carry different priorities.
- Date(s), including setup and strike days.
- Venue and room, name, and ideally room dimensions, ceiling height, and power/load-in access. If you don't know, say so and let them ask.
- Headcount and seating style (theater, rounds, classroom).
- Program / run-of-show, even a rough agenda. Keynotes, panels, awards, a band, breakouts.
- What you think you need, screens, mics, staging, lighting, livestream, and permission to be told what you actually need.
- Your priorities, what matters most, so a good vendor can tailor the right solution rather than guess.
The details that separate pros from rental desks
- Is there a livestream or recording? Hybrid changes the camera, switching and encoding requirements substantially.
- Any live music or entertainment? A band needs a very different (and bigger) audio and lighting setup than a panel.
- Branding / scenic needs, logos on screen, a branded set, specific colors.
- Breakout rooms, how many, and do they need their own AV?
- On-camera considerations, if you're filming, lighting has to be correct-temperature and even.
What a good response looks like
A strong AV partner comes back with an proposal (line by line, not a lump sum), a named show-day lead, and a clear answer on redundancy, how they protect against the feed dropping. If a vendor can't tell you who's in charge on show day or what happens if a cable fails, that's your answer.
Copy-paste template
Feel free to lift this: "We're producing [event type] on [date] at [venue], for [headcount] guests. The program includes [keynotes/panels/awards/band/breakouts]. We think we need [screens/mics/lighting/staging/livestream] but want your recommendation. Please send a proposal, tell us who our named show-day lead would be, and describe your backup plan if something fails."
FAQ
Do I need a formal RFP document?
No. A clear email with the essentials above works fine for most events. The goal is that every vendor quotes the same event.
How do we get started?
Just tell us your date, your venue, and what you're picturing. We'll take it from there and recommend the right approach.