Building a Better Bid Process
Meeting planners can increase the likelihood that their event will go off without
a hitch by clearly communicating the meeting requirements to - and knowing what
services to expect from - their General Service Contractor (GSC)

The purpose of a Request for Proposal (RFP) is to streamline the evaluation process when considering bids from various GSCs. A well-written RFP provides the bidding contractor(s) with accurate specifications, requirements, timing, budget, and all necessary details of your event. In addition, the RFP gives the contractor the opportunity to highlight its strengths.

Below is an outline of what should be included when preparing an RFP:

1. Introduction - general description of your organization, event, and objectives for the event.
2. Event Summary

• Move in and move out
• Exhibit dates and hours
• Exhibit dismantle
• Size of show
• Average overall freight
• Approximate number of exhibitors
• Historical statistics
• Proposal due date
  3. Overall Requirements for Proposals
• Floor plans
• Floor marking
• Exhibit booths
• Entrance units
• Aisle carpet
• Aisle signs
• Perimeter and masking drape
• Registration counters
• Management booth
• Offices/lounges
• Directional signage
• Exhibitor service kits
• Exhibitor service center
• Union labor requirements
• Material handling
• Advance shipping
• Show site shipping
• Cleaning (when appropriate)
• Electrical (when appropriate)
  4. Ask bidders to provide costs for all proposals
  5. Ask bidders to answer the following:
• Describe your company's philosophy regarding customer service.
• Does your company have an exhibitor telemarketing program?
• What technologies does your company offer?
• Describe your company's policy for handling exhibitor claims for lost or damaged freight.
• List exhibitor services, if any that may be subbed to an outside vendor.
• Provide a list of references.
  6. Let bidders know that their bids will be evaluated on the following criteria:
• Creativity
• Experience
• Ability to handle all requirements
• Pricing structure for show management and its exhibitors. 

° Working With a General Service Contractor is sponsored by Champion Nationwide Contractor, www.champion-nationwide.com.  

Potential Suppliers: More to Consider
Meeting managers typically evaluate two or three potential
suppliers for each service required. The selection process can be influenced by many factors, ranging from low bid to superior qualifications. Personalities and a good fit between the contractor's company and the organization may also play a significant part. Once a facility is chosen, the choices for suppliers of certain services may be limited by facility rules and regulations.

All potential suppliers should submit sample contracts with their proposals. The supplier contracts reflect their current operating policies and cover issues including key dates, liability/insurance, assigned responsibility/performance, and finances. All contracts are subject to negotiations and amendment and should be reviewed by legal counsel before execution.

Excerpted with permission from Professional Meeting Management® Fifth Edition. For ordering information, visit www.kendallhunt.com/pcma.