Corporate event planning moves quickly. Whether you are managing large annual conferences, multi-city sales kickoffs, or internal company meetings, time is often the most limited resource. You need answers quickly and you need proposals even faster. When it comes to sending out AV RFPs, many planners find themselves asking what information is truly necessary to receive usable responses from AV partners.
If that question sounds familiar, you are not alone. Seth Macchi, CEO of LEMG, shares a clear approach to creating AV RFPs that get results without slowing down the planning process. The following guide builds on that advice to help you simplify your workflow, reduce back-and-forth communication, and receive accurate proposals in less time.
Why a Strong AV RFP Matters
An AV RFP is more than a request for pricing. It sets expectations, establishes clarity, and supports smoother collaboration throughout the production process. When your RFP includes the right level of detail, you are more likely to receive proposals that reflect your actual needs.
A well-constructed AV RFP helps you:
- Receive accurate and comparable proposals
- Reduce follow-up questions
- Prevent miscommunication or last-minute changes
- Give AV partners enough context to recommend appropriate solutions
This approach is especially helpful for planners managing multiple events or working under tight deadlines. Clear information up front saves time for everyone involved.
Core Elements to Include in an AV RFP
Contact Information: Include your name, company or organization, phone number, and email address. This allows AV providers to respond quickly or reach out if clarification is needed.
End Client and Event Name: If you are producing the event on behalf of another organization, clearly state who the end client is. Always include the event name. This helps vendors organize files and reference the event correctly throughout the process.
Venue and Room Information: List the venue name and location once it is confirmed. Specify which rooms or spaces will be used, such as a main ballroom, breakout rooms, or reception areas. This information helps AV teams anticipate layout considerations, access points, and equipment needs.
Dates and Schedule: Share key timing details, including load-in, rehearsals, event start and end times, and load-out. If possible, provide a spreadsheet that shows how each room is used across the event timeline. Accurate scheduling helps AV teams plan labor and equipment efficiently. Limited access windows can increase costs, so clarity here is essential.
AV Needs by Space: Outline what each room requires from an AV standpoint. For example, note audience size, screen needs, microphones, presentation formats, and any special moments such as awards or performances. Be as specific as possible. Instead of listing general terms like lighting, describe what the lighting needs to accomplish. If available, include photos or videos from previous events to illustrate expectations.
Budget Range: If you have a budget range, include it. This allows AV partners to design proposals that align with your financial parameters. If a budget is still being finalized, it is acceptable to note that as well.
Proposal Recipients and Decision Makers: Clarify who should receive the proposal and who has final approval authority. This helps vendors communicate efficiently and tailor their proposals appropriately.
Supporting Materials: Photos, diagrams, or short video clips from past events can quickly communicate goals that are difficult to describe in writing. Visual references often reduce confusion and speed up the proposal process.
Ways to Streamline the Process
Keeping all event details in a single document or spreadsheet ensures consistency across vendors. When everyone receives the same information, proposals are easier to compare and evaluate.
It is also important to be realistic about setup and teardown timelines. Confirm venue access in advance and allow adequate time for installation, especially for larger builds. Additional setup time often reduces stress and unexpected costs.
When More Detail Is Needed
This streamlined approach works well for standard event formats such as general sessions, breakout rooms, and receptions. Events with custom staging, complex technical elements, or interactive experiences may require additional explanation and follow-up conversations. In those cases, spending extra time early can prevent issues later.
Creating an effective AV RFP does not have to be complicated or time-consuming. By focusing on the information that AV teams truly need, you can receive clear, accurate proposals without unnecessary delays.
At a minimum, your AV RFP should include:
- Contact information
- End client and event name
- Venue and room details
- Dates and schedule
- AV requirements by space
- Budget range if available
- Decision-maker details
- Visual references when possible
Clear timelines, organized documentation, and realistic expectations go a long way toward better results. The next time you need to send out an AV RFP quickly, this approach can help you move forward with confidence and keep your event planning on track.