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Event RFP Template

The sections a good event RFP needs, with notes for software and vendor selection.

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Buyer summary

What should an event RFP include?

An event RFP should tell vendors who you are, what the event is, what you need them to do, how you will judge responses, and how and when to reply. For event software, state your event types and volumes, required capabilities, integrations, support expectations, and pricing format, so responses can be compared like for like.

Best for
Organizers sending a request for proposal to venues, agencies, or event software vendors
What to evaluate
  • Clear scope and volumes
  • Stated evaluation criteria
  • Comparable pricing format

Trusted by leading associations

  • naa
  • new york school nutrition-association
  • gsae
  • bmsa
  • fhba
  • american distilling institute
  • cannacon
  • aia florida
  • the fit expo

What our customers say

See how event teams use MapD to run smoother events.

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MapD is the best option for our expos. Our clients love the registration process! Data organization and exports are simple and easy. Fast reliable customer support feels like family. The wide variety of tools available for us allow us to grow and still feel well accommodated.

Experience Expositions

Kyle Michaud

President @ Experience Expositions

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MapD is indeed a welcome and needed change for the way we sell booths and handle our awesome exhibitors. With being in our 20th year, we needed a system that would take the guesswork out of exhibitor payments, accounting, floor plan assignments and more! MapD has helped us sell more booths in a shorter time frame and we will most definitely continue to use them!

Taliah Waajid

Ta'ron Joyner

Exhibitor Acquisitions Manager @ Taliah Waajid

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MapD is one of the most user friendly systems I have found for floor plan software. The customer service received after signing up goes unmatched by any other systems I have used. MapD has truly made my job easier as an Exhibit Manager and helps to promote and sell booth space with the interactive floor plan I can deliver to my vendors.

Kinsley

Casey Hiner

Meeting Architect @ Kinsley

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The support of our vendors and partners allows us to put these events together, so again, thank you. I hope you have enjoyed this year's Virtual A-Day! The platform is amazing and so easy to use. :)

DFWAE

Alyssa Meek

Events manager @ DFWAE

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I am really excited about this. The staff met with me this morning and we all LOVE the platform. People are already filling out their booths.

Maine Insurance Agents Association

Lisa Veregge

Director, International Trade and Development @ Maine Insurance Agents Association

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Map D is an amazing platform and easy to use! We worked with Map D for our virtual annual conference last year and it worked like a charm. When we held our annual conference in-person for the first time in two years, our first choice for our conference app was Map D!

Texas Society of CPAs

Rori Shaw

Executive Director @ Texas Society of CPAs

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I just came back from show site. This week I had my largest show ever. I had 247 exhibitors and I had 247 happy exhibitors. And a lot of that is a result of they were able to get their badges, update their profile, reach out to me anytime they want to.

Georgia Municipal Association

Yalonde Tanner

Show Manager @ Georgia Municipal Association

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Exporting exhibitors is really helpful for me. Fern needs a list of all our exhibitors with their booth number and what size it's going to be. Just exporting that list and getting it to whoever I'm working with at Fern is so incredibly helpful.

Multi Family Northwest

Laura Webb

Event Coordinator @ Multi Family Northwest

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I'm probably your only customer who uses it to sell campsites, but it works really well. I just give them a drawing and they put it all together for me. I don't have to do it - it saves me many hours.

High Lifter Products

Tracie Engi

High Lifter Products

The event RFP template

1. Organization and Event Background

Who you are, the event name, dates, location, audience, and history, including attendance and exhibitor counts.

Spring Expo 2026 — Halls A & BPublished
Hall A floor plan with booths colored by sales status
AvailableReservedSoldUnavailable

2. Scope of Work

What the vendor will do, what stays with you, and what is out of scope.

RS
Ridgeline Supply Co.
Booth A12 · Exhibitor Portal
2 tasks due
Booth readiness6 of 8 complete
  • Company profile & logoApproved
  • Certificate of insuranceApproved
  • Staff badges (4 of 6 named)Due Mar 14
  • Final balance · $2,775Due Mar 20
  • Marketplace listing publishedLive

Reminders sent automatically at 30, 14 and 3 days.

3. Requirements

For event software list needs by area: registration, floor plan and booth sales, exhibitor management, check-in and badges, the attendee app, reporting.

Show Performance
Spring Expo 2026
Sold out 12 days early
Revenue / sq ft
$41.80
Booths sold
312
Renewal rate
87%
SepOctNovDecJanFebMarApr

4. Integrations and Data

Systems it must connect to, such as your AMS or CRM and payment gateway, and who owns exported data.

Spring Expo 2026 — Halls A & BPublished
Hall A floor plan with booths colored by sales status
AvailableReservedSoldUnavailable

5. Support and Implementation

Onboarding, training, onsite support, and expected response times.

RS
Ridgeline Supply Co.
Booth A12 · Exhibitor Portal
2 tasks due
Booth readiness6 of 8 complete
  • Company profile & logoApproved
  • Certificate of insuranceApproved
  • Staff badges (4 of 6 named)Due Mar 14
  • Final balance · $2,775Due Mar 20
  • Marketplace listing publishedLive

Reminders sent automatically at 30, 14 and 3 days.

6. Pricing Format

Ask every vendor to price the same way, including all fees, so responses compare directly. Ask what changes as the event grows.

Show Performance
Spring Expo 2026
Sold out 12 days early
Revenue / sq ft
$41.80
Booths sold
312
Renewal rate
87%
SepOctNovDecJanFebMarApr

7. Evaluation Criteria

List the criteria and their weights, and say whether you will ask for demos or references.

Spring Expo 2026 — Halls A & BPublished
Hall A floor plan with booths colored by sales status
AvailableReservedSoldUnavailable

8. Timeline and Submission

Question deadline, response deadline, decision date, and where to send the response.

RS
Ridgeline Supply Co.
Booth A12 · Exhibitor Portal
2 tasks due
Booth readiness6 of 8 complete
  • Company profile & logoApproved
  • Certificate of insuranceApproved
  • Staff badges (4 of 6 named)Due Mar 14
  • Final balance · $2,775Due Mar 20
  • Marketplace listing publishedLive

Reminders sent automatically at 30, 14 and 3 days.

See it on your own floor plan

Stop reading about it. Build one.

Upload the floor plan you already have and place your booths on it yourself, in Map D’s editor. Free to build, no contract, and nothing to install.

Build your floor plan freeRequest a demo
800+
Organizers running shows on Map D
6,000+
Events powered every year
800,000+
Booths drawn to date

“I am really excited about this. The staff met with me this morning and we all LOVE the platform. People are already filling out their booths.”

Director, International Trade and Development @ Maine Insurance Agents Association

Keep exploring

Related event solutions

Your questions answered

Common questions about event RFP template.

Request Demo

Do I need an RFP to buy event software?

Not always. Smaller purchases often need only a demo and a pricing page, while larger or regulated organizations may require a formal process.

What should I ask about pricing?

Ask for all fees in a consistent format, and what changes with more attendees, booths, or events. Map D publishes per-event pricing with no per-booth or per-attendee fees.

How many vendors should I invite?

Enough to compare, but few enough to evaluate properly. Three to five is common.

Can Map D help with this?

Map D handles the event itself: floor plan, booth sales, registration, check-in, the attendee app, and reporting. Request a demo to see how it fits your event.