Unsurprisingly, at Cvent we receive many Request for Proposals (RFPs) for event registration services. Each is different as each potential client’s needs can vary greatly. For volunteer associations, drafting these RFPs can be a bit of a challenge. Unlike a corporate meeting planner, you might not be aware of what your needs are, what the marketplace is like, or where to even begin!
However, we have some tips for starting the RFP process:
• Take your time. Developing an RFP shouldn’t happen overnight. First, draft a timeline, working backwards from when you would like to implement the new software. Be conservative with your timing.
• Make the RFP a priority. Often we hear that the RFP discussion keeps getting pushed to the next meeting, which tells your members, board, and potential vendors that it isn’t important to you. Devote a full board meeting or two to the discussion.
• Delegate responsibilities. Who will be writing the RFP? Will duties be divided among different people? Will you form a special committee? Who will be involved in the editing process? The selection process? Make these responsibilities clear so that not only do you stay on task, but you also hold individuals accountable for taking the next steps.
• Know what is important to you and your members. Make a list of four or five features that are necessities. Are your members clamoring for the ability to pay online? Do you need to integrate with Quickbooks? Is reporting a priority? Do you need the ability to customize your registration forms? Feel free to include broad or specific needs. Use this list as the basis for your RFP. If you don’t know what your members or board requires, send out a quick survey to get ideas.
• Learn about the marketplace. Before even considering which companies to include, do some research into the tools out there. Simply knowing what features are common can help you develop your RFP: since meeting planning is most likely not your day job, browsing websites can give you an idea of what to ask for. Cvent actually has a Buyer’s Guide for this specific purpose.
Do YOU have any other ideas for the RFP preparation process? Let us know, and next week, we’ll cover some ideas for what you should actually include in your RFP. Make sure to check back!
