How to Write a Clear AV RFP—and Get the Kind of Responses You Want
- Moonrise Audio Visual
- 1 day ago
- 2 min read
Writing an RFP (Request for Proposal) for audiovisual services shouldn’t feel like guesswork, but many event planners don't know where to start. Unfortunately, a vague or incomplete AV RFP often leads to confusion, mismatched expectations, and quotes that are impossible to compare. The result? Wasted time, ballooning budgets, and missed opportunities to get the support you actually need.
If you want AV proposals that are accurate, detailed, and aligned with your event goals, it all starts with writing a clear, informative RFP. Here’s how to do it right and get responses that make decision making easier, not harder.
Start with a clear event overview.
Before diving into tech specs, provide some context. Be sure to include:
Event name, type, and purpose (e.g., “Annual Sales Kickoff,” “Product Launch,” “Leadership Offsite”)
Event dates and schedule
Location(s), including venue name and room details
Estimated in-person and virtual audience size
General format (e.g., general sessions, breakouts, hybrid components)
This snapshot helps AV vendors quickly understand the scope and complexity of your event.
Outline your AV goals and priorities.
Rather than simply listing gear, describe what you're trying to achieve. Are you aiming for an immersive experience? A seamless hybrid setup? Polished recordings for post-event use?
Being clear about your event goals and audience expectations allows AV teams to make thoughtful recommendations rather than just quoting a menu of equipment.
List the specific AV services you need.
The more specific you are, the better. Include services like:
Audio (microphones, speakers, audio mixing)
Video (projection, LED screens, cameras)
Lighting (stage lighting, uplighting, custom effects)
Streaming (platform integration, encoding, hybrid setup)
Staging (podiums, furniture, stage builds)
On-site crew (technicians, camera operators, stage managers)
You don’t need to know every cable type, but outlining your must-haves and nice-to-haves gives vendors a framework to build from.
Share your schedule and access details.
Include your load-in/load-out schedule, rehearsal times, and any venue restrictions, such as union labor, rigging limitations, or power access. These logistical details affect setup time, staffing needs, and cost. Transparency here helps avoid surprise charges.
Ask the right questions in your RFP.
Don’t just ask for pricing. Ask:
How do you approach backup planning?
Do you offer project managers or show callers?
What does your rehearsal process look like?
Can you provide examples of similar events?
These questions help you identify not just the cheapest bid but the best partner.
Be clear on your evaluation process and timeline.
Let vendors know how and when you’ll make a decision. Include:
RFP submission deadline
Evaluation criteria (e.g., experience, creativity, budget alignment)
Interview or walkthrough dates (if applicable)
Award notification timeline
This sets expectations and signals professionalism.
Include visuals if possible.
Floor plans, stage sketches, or branding decks go a long way in helping AV teams visualize your event. Even a simple room layout or photo of last year’s event helps vendors align their recommendations with your vision.
Write better AV RFPs, get better results.
A well-written RFP leads to clearer proposals, fewer surprises, and better-aligned partnerships. At Moonrise AV, we love working with planners who know what they want and helping those who are still figuring it out.
Need help refining your proposal? Let’s talk about how we can bring your vision to life with strategy, clarity, and flawless execution.