5 Essential Tricks for a Seamless RFP Process
The RFP process that associations face when considering new event technology can feel overwhelming. The decision to examine new technology may stem from formality or arise from a deep need for change. When executing your RFP process, use these tips for a smoother experience:
Schedule a Demo from the Get-Go
Too often, I have worked with associations that elect to delay their tech demos until after all the suppliers have submitted their RFP responses. When an association sifts through the supplier responses, they lack context regarding what they are reading. The association has not created a foundation for viewing solutions or understanding the framework by which they can conduct their tech analysis. With an early demo, discoveries will be made by both the association staff and the supplier, helping to better qualify or disqualify a supplier. This means that both parties can use their time more efficiently.
Treat Prospective Suppliers as Current Partners
Suppliers are eager to be seen as equals in the RFP process. Many of the most fruitful conversations I've had resulted from each party asking, “What do you think?” during sales discussions. Suppliers know that associations are experts in their events, and the same goes for suppliers—they are experts in how tools can be best used for various needs and profiles. Creating enriching conversations where both parties learn from one another will deepen the planner-supplier relationship and build trust.
Stick to a Realistic Timeline
In nine out of ten RFPs I've received, the association set an ambitious timeline that was never met. The need for a new solution is usually very clear, but setting unrealistic timelines leads to frustration for both parties. The supplier is anxious for responses and sets business expectations based on the timeline, while the association is pestered by salespeople, making it hard to focus. An ambitious timeline can be useful, but only if it is met. Too often, RFP processes end in a stalemate because the association has run out of runway to launch a new solution. Avoid delaying implementation by allowing enough time for thorough analysis, decision-making, and the contracting process.
Compare Apples to Apples
While many event tech products can look similar and produce seemingly similar results, they are often very different. Ask your sales reps every question imaginable. If one supplier has a specific feature, take note and ask the other suppliers about similar solutions. Review the proposals line by line to get a clear picture of what’s being offered. Inquire about hidden fees or items not represented in the proposal. Double-check what you think you know about a solution. With associations evaluating multiple solutions at once, it's not uncommon to confuse vendor capabilities. Pro tip: Hire a consulting company like King Consulting Partners to guide you through this process.
Ask for Incentives or Discounts
Until a supplier tells you that a price is their best and final offer, there is room for negotiation. Ask about multi-year discounts. Going through the pain of change is a big deal, so take advantage of your decision and try to secure a multi-year discount. If you can’t commit, offer your organization as a reference or agree to write a testimonial about your experience. Suppliers are always looking for fresh customer case studies and want to create a partnership with associations, so don’t hesitate to propose ideas for meeting your budget.
