A request from a buyer of a service or product to the potential supplier, outlining all the requirements and necessary information for the supplier to prepare a bid. Also known as bid manual/specifications.
A proposal with rates submitted by a destination or venue inviting a group to meet in their venue.
A document prepared on behalf of a specific location (city, country) in hopes of securing a specific event to take place in that city. (ie. Olympic Games)
A plan put forth for consideration or acceptance. A communication sent by a hotel to a potential client detailing the offerings and asking prices.
Bid preparation to host an event
Tendering supplier contracts
Proposals to secure sponsorship
Proposals to secure grants
New event proposal for potential stakeholders
Proposal in response to a Request for Proposal to secure a contract
SAMPLE SUPPLIER RFP CONTENTS
Date, times and locations
Specific dates, times and locations for services
Set up and tear down schedules
Specific equipment required
Theme, look and feel you are trying to create
Type of event and clientele in attendance
Number of people in attendance
Facility shipping and receiving details, hours of operation, loading, storage and help available
Facility details such as room dimensions, electrical, water and fire exits
Event site layout
Supplier staff required on site, dates and hours
Procedures for additional equipment
TYPES OF EVENT SUPPLIERS
Tents, staging, bleachers, seats
Food and beverage
market research – target aud ience
event goals, objectives, mission
background, experiences of team
concept/why event is viable
tourism and economic impact
timeline / critical pat h
CONTENTS COMMONWEALTH GAMES BID DOCUMENT
The Vision – overview of the province, city and the committee involved with the bid.
The Site – In depth information of Halifax as a City, location in the world (easy access), historical, geographical, tourism destination, university population, topographical, past events hosted, the people.
Sports and Venues – Mandatory and non mandatory sports, physical locations, capacity, facility availability and what they offered. Media capacity, volunteer capacity, transportation, site maps, weather
Cultural and Educational Programs – Themes, Special events, entertainment, awareness