How to Build the Perfect AV RFP for Your Conference

What to Include in Your RFP

A strong AV Request for Proposal (RFP) ensures you get the right AV partner at the best value—without missing critical details. Here’s what to include:

Schedule of Events – Clearly outline start times, end times, and session details so AV providers understand your requirements.

Venue Access Times – AV companies need to know when they can load in, set up, and strike equipment to plan labor and logistics properly.

Essential AV Requirements – List your must-haves (e.g., microphones, projection, hybrid streaming), but allow the AV provider to suggest creative solutions that may enhance the experience.

Floor Plans – Providing a detailed floor plan helps AV companies determine equipment placement, power access, and optimal sound coverage.

Pictures of Previous Events – If you’ve hosted this event before, photos of past setups give AV teams a clearer picture of what’s worked (or what needs improvement).

What You Liked & Disliked About Past AV Experiences – Sharing your priorities and frustrations helps AV providers align their service with what you truly value.

Pro Tip

A great RFP isn’t just about checking boxes—it’s about finding an AV partner who understands your event’s vision. Want a template to build the perfect AV RFP? Let’s chat.