Class notes
Planning the Event
- Course
- Event Design (EVNT151)
- Institution
- Humber College ( )
Discover the components of an RFP(request for proposal)
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Planning the EventHow to respond to an RFP
- proper cover letter
- Make sure your cover letter included proper name and address
- states that you are bidding for their business by responding to the RFP
- Reiterates details from their RFP (e.g. Company name, service/product requested)
- Explains why your organization is qualified to respond to the RFP
- Reveals key benefits they will experience while working with you
- Lists anything u are proving in your RFP response
- Demonstrates your excitement for the potential relationship
Cover me
Components of a cover letter
1. Addresses
2. Greeting and introduction
3. Summary of RFP needs
4. Your board qualifications and differentiators
5. Thank you and closing
Your RFP cover letter
Be the first page of your RRP response followed by your executive summary and please
promos all
Introduce your company to the key choice decisions maleate and those reviewing your bid
Be conversational, genuine, and confidant - but not an overt needs
Clearly state why your business is uniquely qualified to win the business
If possible, express your vision for the future partnership and how you can help the business
reach its goals
RFP executive summary
, Next is the RFP executive summary. For positioning on your RFP response, the section should
come right after your cover letter. Like a cover letter, an executive summary should be no more
than one page in length
The RFP executive summary:
Hooks the potential client with an opening statement about why they should choose you for the
event
Explains why hat your solution is based on there needs
Uses storytelling to convey your company’s mission, history, and purpose
Takes the time to give the client of your RFP a comprehensive overview of your company and
why they should choose you
Demonstrates the impact of your solutions, including expected results
Includes optional images that support the content
The RFP executive summary is not:
The cliff notes of your entire proposals
Formatted like a letter… it’s a statement
Several pages of client testimonials or stories- stay focused on these project
Table of Contents will follow if needed
Critical path or timeline
The to-do list for everyone involved in the development of a netting or event
Outlines roles and each person’s responsibilities and how they affect other duties involved in the
planning process
Critical path is crucial to the success of the meeting and/or event
Delay in any activity in the Critical path by an arbitrary small amount and the plan will be
delayed
What need to be done= task or action
When will it happen= start date
When it must be completed = completion date
Who will do it = person or group responsible
Not in order to assist team in completing the action = comments
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