If you're a meeting planner, you know that mobile event apps can be a game-changer when it comes to making your event run smoothly. But with so many options on the market, how do you choose the right one for your needs? And once you've found a few contenders, how do you evaluate them and make sure they're the right fit for your event?
The answer lies in writing a clear and concise request for proposal (RFP). In this blog post, we'll walk you through everything you need to include in your RFP for a mobile event app, from event platform integration to push notifications. By the end of this post, you'll have all the information you need to put together a strong RFP that will help ensure you find the perfect mobile event app for your next big gathering.
A thorough RFP process will help guide you to finding the right mobile event partner.
1. Define your event's needs - what features do you need in an app, and how will it integrate with your event platform?
When it comes to mobile event apps, it's important to define your exact needs. You’ll need to determine which features you need in the app, and how you would like it to integrate with your event platform. Some mobile event app options may be able to provide greater integration than others, so do your research and weigh up all the available options before making a decision. Plus, always remember that mobile event apps should be user-friendly, and engaging, and help make processes such as registration and check-in more efficient for both the organizer and attendees.
2. Research mobile event apps that meet your needs - look for reviews, compare pricing, and check for compatibility with your event platform.
When writing an RFP for a mobile event app that integrates with your event platform, it is important to conduct thorough research. Reading reviews can be helpful in making sure you select an app that meets your needs, as well as taking into consideration the cost and compatibility with your event platform. It is also beneficial to take time to compare different mobile event apps to evaluate which one provides the best features suited for your purpose. With the right mobile event app and an integrated event platform, you can create the perfect experience for attendees of your upcoming events.
3. Write up a request for proposal (RFP) that outlines your specific requirements for the app - be as detailed as possible.
An effective mobile event app should support your attendees’ needs and seamlessly integrate with our existing event platform. That's why you should create a request for proposal (RFP) to outline all of our specific requirements for the app, including comprehensive details related to usability and interoperability standards. Your mobile app vendor and event platform should demonstrate how they can meet your needs and create a mobile event app that not only meets but exceeds expectations.
4. Send out the RFP to potential vendors and wait for responses.
When crafting an RFP for a mobile event app that is to be integrated with an event platform, send it out to potential vendors that either provide an event platform with a mobile app or can integrate with a third-party mobile event app. Finding the right vendors that can provide the right services or products is crucial in order to have a successful event. Taking the time and effort to create an accurate and thorough RFP shows vendors that you are serious about finding the right partner and this will help attract more competitive bids. Thus, sending out the RFP should not be taken lightly; doing so thoughtfully and promptly allows your team the best chance of receiving quality bids from vendors who understand your needs and can provide them.
5. Evaluate the proposals you receive and choose the best option for your event.
Evaluating your proposal submissions is a critical step in choosing the best option for your event. Careful thought and attention should be given to each proposal, so you can make an informed and confident decision. Consider the features, functionality, cost, user-friendliness, scalability, and other relevant criteria in relation to the proposal's ability to meet your event needs. Ultimately, selecting the proposal that best serves your vision for the event is essential for a successful outcome.
Good Luck with Your RFP Process!!!
Putting together a mobile event app that integrates with your existing event platform doesn't have to be difficult - as long as you know what you need and do your research. Define the features you need in an app, then take a look at reviews and compare pricing for different options that meet those needs. Once you've narrowed down your choices, write up a request for proposal (RFP) outlining your specific requirements for the app. Include as many details as possible to ensure that potential vendors can give you accurate proposals. Finally, send out the RFP and evaluate the responses you receive before making a decision.
Need help getting started?
Download this Microsoft Word Document for a sample RFP for your Mobile Event App