RFP Process

Send your brief or use the guided form. We’ll confirm scope, timeline, and budget range quickly. Then build a plan you can approve, bid, and deliver with confidence.

3 Steps to Engagement

Discover

RFPs, inquiries, and a quick discovery call to understand goals, audience, risk, and constraints. We research the brief, review venue specs (power/rigging/load-in), and outline logistics and timeline assumptions.

You get: a recap email and a target delivery window for the scope.

Design

We turn the brief into a plan: detailed outline, financial ranges with options, preliminary schedules/milestones, and draft creative/technical concepts (screen layout, show flow, key gear). Procurement items (COI, NDA, venue rules) are locked.

You get: a full proposal package including scope, budget, options, schedules, and draft concepts.

Decide

Approval and kickoff. We finalize selections, route signatures, and collect the deposit, then run our kickoff to confirm roles, comms, and the workback schedule.

You get: DocuSign agreement and deposit invoice. Then your project workback begins.

Every TEP Proposal Includes

Scope draft and budget range aligned to outcomes.
Preliminary schedule with milestones and critical path.
Options (good/better/best) to match priorities and venues.
Risk notes (power, rigging, sightlines, hybrid presenters).
NDA available upon request

RFP Checklist

Essentials

Event name, dates, venue/city; on-site days and show hours
Audience size (in-room / remote), stage format, session count
Content needs (slides, video rolls, streaming, recordings)
Budget guidance (range or target), decision timeline, stakeholders
Procurement requirements (COI, union rules, sustainability)

Nice-to-have

Floor plan & rigging plot, house rules, loading dock info
Previous show docs (ROS), tech restrictions, preferred vendors
Brand guidelines, lower-thirds templates, captioning needs

File specs

PDFs or DOCX; up to 200 MB; ZIP allowed.
Videos: MP4/H.264 links (YouTube/Vimeo/Drive).
Decks: PPTX/KEY/Slides links.

Two Ways to Start

1. Submit your RFP

Use our Dropbox link below to submit any files you may have and we’ll get back to you, usually within one business day.

2. Help me Scope my Event

Name

Phone

Event Name

Event Type

Format

Live Hybrid Broadcast-only

Venue

City

Start Date

End Date

Audience Size

What outcome matters most?

Budget Posture

Exploring Short-list Ready to award

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Timeline & SLA

Within 1 business day: confirmation + quick questions.
5 business days: full list of questions and clarifications.
10 business days: scope draft + budget range (typical).
Timelines may vary for multi-venue/dense shows and package options.

The way they see how we run our event is the way they see our brand, and the TEP team has nailed it. I think it's your flexibility and the way you are organized. Everything was on point... everything was planned for... you guys are professionals.

I know that I can completely trust - no matter what curveballs get thrown naturally with an event - they will get sorted out seamlessly, quickly, and with a smile. And I just love that!

As Event Planners, TEP makes our job easier with their professionalism and amazing organization! We can trust them to create amazing results based on our anticipated needs, make a great effort to build a partnership with our clients, and work within budgets.