Sample RFP (Request for Proposal)
The purpose of this record is to certify to meeting managers that they will be able to use their audiovisual associates in any venue without an added cost. It can be changed to give managers the power to explore competitive offers for audiovisual services in a location even if they do not currently have a relationship with a particular company. Simply put – this is to keep all options available to them when searching for an audiovisual partner.
There are two individual reasons for the segments below: The first segment (Audiovisual Services) can be used in the offer or RFP stage of site choice to layout the objective of an organization in regards to audiovisual services. The next segment (Contract Extension Item: AV Services Provider) has been put together as an addition to include into any venue contract.
Audiovisual Services:
As a result of the essence of our members and our meeting plan setup, – CLIENT – has a long-standing relationship with an audiovisual provider that is comfortable and knowledgeable with the needs of our affiliates. We will aim to use their services for much of our audiovisual needs. They in-following may rent gear and/or work from the in-house provider to supplement their needs while at the facility. When responding to this RFP, please eliminate any fees or conditions to – CLIENT – or our audiovisual associate.
Lately, some venues and “their” audiovisual companies have added a variety of add-ons and upcharges that appear to be harsh without providing a favor to the group or their audiovisual associate. The points below are put in place to remove any of those undesirable fees at the bid or RFP stage of venue selection. These notes are also to be encompassed as an addition in the final agreement.
(CLIENT) has confidence in the services of our professional audiovisual partner and we plan to use their services at our future gatherings. Therefore, (CLIENT) will not agree to any notes within a contract that include abnormal fees, or unnecessary add-ons as a result of using our audiovisual partner. This includes:
- Precondition for supervisory labor during setup/take down
- A cost associated with preparing rooms for use
- Fees for lighting, heating, AC or general power in the room during the meeting
- Demand the use of wall or floor covers when not done by the in-house audiovisual company
- Upcharges for nonstandard practices in the industry
Contract Extension Item: Audiovisual Services Provider
(CLIENT) loyal customers and attendees have distinctive audiovisual demands and have become accustomed to our own audio video provider that we have been using for years. (CLIENT) withholds the choice to use our own provider for all of our audiovisual requests with no added charges to (CLIENT) or our audiovisual associate*.
* This extension is accepted by the venue and overrules any clauses in this contract that says otherwise.
It is required for the venue to eliminate these kinds of add-ons from any proposals before submitting to (CLIENT), (CLIENT) expects the venue to discuss these items in detail prior to adding them to the final contract.
