Request for Proposal for Event “RFP”

Request for Proposal for Event “RFP”

(Created By: Maimoona Iram ,@Duckstairs Events Management Company)

Organizations who are seeking a qualified event planning company to assist in the planning and execution of their upcoming event, Event of any type, Duckstairs is providing an open offer for comprehensive event management services, to all organisations and all business sectors and all social sectors for management of your event perfectly.

*1-Introduction:
Duckstairs Event Management Company is seeking proposals from qualified event planners, vendors, or agencies to organize and execute [Event Name], scheduled for [Event Date] at [Event Location]. This event aims to [briefly state the event’s purpose, e.g., engage the community, promote a cause, provide networking opportunities, etc.].

We invite experienced and creative professionals to submit detailed proposals outlining their approach, services, and budget considerations. The selected vendor will be responsible for planning, coordination, logistics, and overall event execution to ensure a seamless and successful experience.

Proposals must be submitted by [Submission Deadline]. Please review the requirements and evaluation criteria outlined in this RFP before submission. We look forward to receiving innovative and well-structured proposals.

Request for Proposal (RFP) for Event Planning Services

*2- Issued By:
[Duckstairs Events Management]
[Your Address: F/6,near United Bakery, Islamabad.
[City, State, ZIP Code:Islamabad,Pakistan,44000:
[Contact Person:Robert Benson.
[Email Address:[email protected]
[Phone Number: 0335-1573348

Date of Issuance: [Insert Date]

Proposal Due Date: [Insert Due Date]

Portfolio:https://brandingmaxmediamulty.com/our-portfolio/

Google Reviews:

*3-Timeline

• RFP Release Date: [Date]

• Proposal Submission Deadline: [Date]

• Vendor Selection: [Date]

• Event Date: [Date]

• Selection and Notification: [Decision Date]

• Event Planning Commencement: [Start Date]

*4- Scope of Work:

 Expected to provide services including, but not limited to:

• Venue selection/Booking and management.

• Budget planning and financial oversight.

• Event design and theme development.

• Vendor coordination (catering, entertainment, audiovisual, etc.).

• Logistics planning (scheduling, transportation, permits, etc.).

• Marketing and promotional strategy.

• On-site event management and staffing.

• Post-event evaluation and reporting.

• Timeline development and management

Marketing and Promotion:

• Development of a marketing plan

• Creation of marketing materials (e.g., flyers, social media graphics)

• Promotion of the event through various channels (e.g., social media, email marketing)

• Management of event registration

• Other Services:
  
  

  • [List any other specific services required, e.g., audio-visual equipment, photography, videography]

*5- Proposal Requirements

Interested firms must submit a proposal including the following information:

• Company profile and experience in event planning.

• Description of proposed approach and methodology.

• Detailed timeline and project plan.

• Proposed budget and cost breakdown.

• References from past clients.

• Sample event portfolio (if available).

• Detailed plan for the planning and execution of [Event Name].

• Creative ideas and suggestions for the event.

• Timeline and milestones for the project.

• Budget:
  
  

  • Detailed breakdown of costs for all services

  • Payment terms and conditions

• Other Information:
  
  

  • [List any other specific information required, e.g., insurance coverage, permits]

*6- Evaluation Criteria

Proposals will be evaluated based on the following criteria:

• Experience and qualifications (30%)

• Approach and methodology (25%)

• Cost and budget feasibility (20%)

• References and past work (15%)

• Creativity and innovation (10%)

*7- Evaluation Criteria for Request for Proposal (RFP) – [Event Name]

Proposals will be evaluated based on the following criteria:

1. Experience & Expertise (20%)

   • Proven track record in planning and executing similar events.

   • Relevant industry experience and portfolio of past events.

   • References and testimonials from previous clients.

2. Creativity & Innovation (15%)

   • Unique and engaging event concepts.

   • Creative approach to event design, programming, and audience engagement.

   • Use of technology, sustainability, or other innovative elements.

3. Project Plan & Execution Strategy (20%)

   • Detailed timeline and work plan, including pre-event, event day, and post-event activities.

   • Staffing and resource allocation plan.

   • Risk management and contingency planning.

4. Budget & Cost Effectiveness (15%)

   • Clear and transparent budget breakdown.

   • Cost-effectiveness without compromising quality.

   • Justification of expenses and value for money.

5. Logistics & Vendor Management (15%)

   • Ability to coordinate with vendors, venues, and stakeholders.

   • Venue setup, equipment, catering, and other logistical considerations.

   • Compliance with permits, regulations, and safety protocols.

6. Marketing & Promotion (10%)

   • Proposed marketing and outreach strategy.

   • Use of digital, social media, and traditional marketing channels.

   • Audience engagement and ticket sales strategy (if applicable).

7. Sustainability & Corporate Social Responsibility (5%)

   • Environmentally friendly event practices.

   • Inclusion and accessibility considerations.

   • Community impact and corporate social responsibility initiatives.

Proposals will be reviewed by an evaluation committee, and shortlisted candidates may be invited for presentations or interviews. The final selection will be based on the proposal that best meets the event’s objectives, budget, and overall vision.

 Evaluation Criteria in short:

Proposals will be evaluated based on the following criteria:

• Experience and Expertise:
  
  

  • Demonstrated experience in planning similar events

  • Knowledge of the local event market

• Proposed Approach:
  
  

  • Clarity and feasibility of the proposed plan

  • Creativity and innovation of ideas

• Budget:
  
  

  • Competitiveness of pricing

  • Value for money

• Other Factors:
  
  

  • [List any other specific evaluation criteria, e.g., client references, financial stability]

*8- Submission Instructions

Proposals must be submitted no later than [Due Date] via email to [Contact Email] or in a sealed envelope to the address provided above. Late submissions will not be considered.

For any questions or clarifications regarding this RFP, please contact [contact person] at [phone number] or [email address].

*9- Disclaimer

Disclaimer: This request for event proposals (RFP) is for informational purposes only and does not constitute a commitment to award a contract. We reserve the right to modify, reject, or withdraw this request at any time without prior notice. Submission of a proposal does not guarantee selection, and all costs incurred in preparing a proposal are the sole responsibility of the applicant.

*9- Terms and Conditions

• [Your Organization Name] reserves the right to reject any or all proposals.

• All costs incurred in the preparation of the proposal are the responsibility of the submitting firm.

• The selected firm will be required to sign a contract outlining the scope, budget, and timeline.

For any questions regarding this RFP, please contact Robert Benson at Contact Email: [email protected]] or Phone Number: +92-03351573348].

We look forward to receiving your proposal!

Sincerely,
Your Name: Robert Benson
Your Title: Admin Manager
Duckstairs Organisation.

*10- Note: 

This is a sample RFP and may need to be customized based on your specific event requirements.