For a supplier, receiving a clear event brief makes the proposal process so much easier. It is the difference between presenting a fabulous proposal that will tick all the boxes for the client and expertly manage all their expectations, and presenting a proposal that will ensure that you never receive an RFP from that client again (although it is policy for most of our clients)!
If you, as the client, have never worked with this supplier before, presenting a company profile is vital. It allows the supplier to better understand the company, what they stand for, and what they expect – in addition, it allows the supplier to see whether they are going to be able to eet these expectations before deciding whether they would like to tender.
Besides the obvious date, time and venue, provide as much event information as you can, including information such as what the event will aim to achieve for the company, target audience, themes and taglines, collateral, branding and gifts. The more information provided, the better equipped the supplier will be to present the best concepts.
Ensure that your suppliers understand the budget and restrictions that apply – this allows suppliers to tailor concepts around what can be fitted into the budget, while also working within the brand guidelines. This also means that you won’t receive proposals that require drastic rework to fit into your means, and suppliers will be motivated to find really amazing concepts that can still work within budget.
Ensuring that the timeline is clearly communicated is also vital – due dates, time for questions, etc. Suppliers need enough time to ensure that your brief gets the star treatment, while also allowing them to research, ask questions and work on concepts that can be translated into a variety of applications.
Taking the time to set out a clear brief is so important and will ensure that the proposals you receive are of a high quality, are well presented and accurate.