Meetings & Conventions: Planner's Portfolio June
2000
June 2000
PLANNER'S
PORTFOLIO:
Checklist
BY MARTHA COOKE
DEVELOPING AN RFP FOR A/V SERVICES
The following checklist was compiled with the help of
Molly Edwards, Marketing Manager for AVW Audio Visual Inc., 2241
Irving Blvd., Dallas, Texas 75207
BACKGROUND CHECK
For how many meetings has your company provided audiovisual
services during the previous three years?Provide three references for groups similar in size and scope
to this event.EQUIPMENT
What percentage of the total equipment used does your company
own?How much back-up equipment will be available at the meeting
site?From which companies do you normally subcontract?Are you currently under contract as an in-house A/V supplier
for any of the facilities my group is using? (list facilities)How far away is your inventory/operation from the meeting sites
listed above?What equipment services are not provided by your company but
are provided by the facility?How are these services affected by your involvement?What materials do you provide in each speaker-ready room? What
materials should the meeting sponsor expect to provide?PERSONNEL
Do you have offices in the destination city? If not, from where
would the staff come for those meetings?How many of your staff members would work the meeting? Specify
the title and responsibility of each staff member.What is the level of experience of all supervisory personnel
provided?Who would be the main contact for us? (Include title and number
of years with the company.)Which other contacts in your organization will be
available?Describe your staff’s involvement in meetings industry
organizations.LABOR
What is the minimum number of hours charged per person?Is your labor force union or non-union?What is your experience with unions in the cities covered by
this bid? In which areas do you use union labor, and in which areas
do you use non-union labor? What are the reasons for these
choices?GENERAL COSTS
Do you discount equipment and/or labor? How are discounts
calculated?How is overtime calculated? When does overtime begin and
end?If early morning rehearsals are required for guest speakers in
main session rooms, what charges will be incurred for technical and
supervisory personnel?How much do you charge for supervisors? Provide hourly rates
and anticipated totals.SPECIFIC COSTS
List charges for the following services:
Making a room speaker-readyPreparing logo or theme slides (include costs for test slides
or graphics that may or may not be camera-ready)Use of slide traysWalkie-talkie rentalsResetting rooms (include rates for straight time, overtime and
double-time, as well as any additional equipment charges)
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