When an RFP comes across my desk, I am often conflicted with how much information to provide. Certainly the opportunity to introduce your company to a new client is not something you want to miss out on. However, presenting your creative ideas can put your company at risk.
RFP’s are a great tool because they allow a client to compare “apples to apples” and ensure that they are evaluating potential vendors on a fair and equitable basis. I want my clients to do their research in advance of taking on an event planner. There are many great planners in the industry and a RFP will help to determine the level of experience, the “fit” and credibility that the planner brings to the table.
RFP’s can also be a lot of work! As many of you know, putting together a winning proposal can take weeks to prepare. As well, putting your best foot forward on “paper” can be challenging at times. Having the opportunity to meet with your clients face to face is essential to understanding how your teams will collaborate.
So how much information is too much information?
Often clients are looking for your company approach to projects, timelines or critical paths, proposed budgets, outline of services and/or creative concepts. In order to provide all of this information you have to essentially plan their entire event for them on paper and this can take weeks. Providing all of this information can leave your own business at risk.
How much creative information should be shared? If you do not present your best creative ideas, your client may not realize your company’s full potential and ability to take their event to the next level. However, providing too much creative information can leave you vulnerable to others taking your proprietary ideas and working with another consultant.
Unfortunately, until this issue becomes standardized in the event planning and production industry, organizations will be forced to continue to provide creative and strategic proposals for clients at their own peril.
