Before comparing fees for an executive roundtable, clarify what each agency will deliver. One proposal may cover sending invitations to a list you supply. Another may also include identifying relevant decision-makers, managing RSVPs, confirming attendance, and proposing alternate guests if someone cancels. Ask each bidder to spell out its responsibilities so you can compare fees for the same scope.
The same scope question applies to moderation and reporting. If a proposal lists moderation, ask whether the fee covers preparing the moderator and running the discussion. If it lists reporting, ask what your team will receive after the event and when. Put those questions in the brief so every agency answers them before you compare bids.
A request for proposal (RFP) tells event agencies what you’re planning, what you need them to handle, and what to include in their quotes. Use this event management RFP template for a B2B executive dinner, roundtable, or private briefing so every agency prices the same scope and your team can compare the proposals fairly.
Choose the format based on what you need the agency to decide. If your team has set the agenda and owns the guest relationships, give bidders a list of services to price. If you know whom you want to reach but haven’t settled on the format, ask agencies to recommend one.
Ask bidders for one row per deliverable. After the itemised quote, request the timeline, exclusions, separately priced options, and one comparable event.
Example reply for RSVP management
Replace the bracketed prompts with your details. Ask every agency to reply under the same headings and flag anything it needs from your team.
Give bidders the same assumptions about attendance and format. If you are open to two formats, ask them to price one common option first and show the second separately. Include the expected approval dates for the agenda and invite list so agencies can flag a timetable that leaves too little time for invitations and confirmations.
For each activity, specify what your team will supply, such as an approved account list, executive speakers, brand assets, or access to a registration platform. Ask the agency to show when it needs those inputs. If several suppliers are involved, ask who coordinates them and who can approve changes on the day.
For each deliverable, provide the owner, what is included, the price, and any assumptions or exclusions. Separate agency fees, estimated supplier costs, and optional work. Include the delivery timeline, named team, one relevant example, and the dates when changes could affect the price. Send your response by deadline to contact.
Ask agencies to mark each cost as fixed, estimated, or dependent on attendance. Request the quantities behind estimates, such as guest count or staffing hours, and ask which supplier commitments carry separate cancellation terms. Set one deadline for vendor questions and share any answers that change the brief with all invited agencies.
Agree on the criteria before opening the bids. Score each criterion from 0 to 2. Give 0 when the bid omits the detail, 1 when the proposal needs clarification, and 2 when it identifies an owner, deliverable, and evidence where applicable.
In the roundtable example, ask the first agency to price confirmations and replacements separately. Ask the second to specify what counts as a confirmed guest and when it will tell you that attendance is off track. You can then compare the cost of the same work and decide how much involvement your team wants to retain.
Record the reason for each score beside the number. If audience fit is essential, agree in advance that a bid needs a credible attendee outreach plan to reach the shortlist. An attractive fee can still leave you with substantial work if your team must approve every name, chase responses, and source last-minute replacements.
Ask who approves replacements, when cancellation fees change, who can access attendee data, and who will own follow-up after the event. Get clarifications in writing so the delivery team can work from the same scope your procurement team approved. If you’re still deciding which event format to brief, see our executive events planning guide.
Before you choose, ask your preferred agency to walk through the first week after kickoff. You should leave knowing what your team needs to approve, who will send the first progress update, and when you would hear about a shortfall in confirmations or a delivery problem.
Ask for a sample attendee report with identifying details removed. Check whether it shows which target accounts attended and what follow-up your team will need to own.
Planning an executive roundtable, dinner, or briefing? Share your draft RFP with DemandTech to discuss where you need support with attendee outreach, discussion design, and follow-up.
Quick answers to common questions about this topic and implementation strategy.
