In today’s competitive market, suppliers who respond to RFPs with thorough, responsive, and clear answers stand out to planners and increase their chances of securing bookings. A strong RFP response isn’t just about providing a quote; it shows planners that you’re a reliable partner who can meet their needs professionally and seamlessly. This guide will walk through what makes an effective RFP response and common pitfalls to avoid.
Why a Strong RFP Response Matters
Crafting a detailed RFP response doesn’t just help planners make faster decisions—it also improves your visibility and increases the likelihood of being selected for bookings. Suppliers on Reposite who provide line-item quotes benefit from being featured in planners’ downloadable comparison spreadsheets. This visibility makes a strong RFP response a critical element in securing more bookings.
Elements of a Good RFP Response
A strong RFP response includes the following components:
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Complete, Clear Answers to Every Question
Answer each question in detail, leaving no blank spaces or vague answers. This level of completion shows planners that you’re attentive, professional, and reliable. -
Detailed Line-Item Quotes
Providing line-item pricing that breaks down costs for each part of your offering is essential. Reposite planners can download a CSV spreadsheet with all supplier responses, and suppliers who provide line-item quotes are directly visible in this comparison file. This functionality is invaluable to planners because it allows them to efficiently compare options across multiple suppliers, streamlining their selection process. -
Supporting Documentation
Attach relevant files such as menus, images, venue layouts, or equipment specs to strengthen your proposal. Documentation helps planners present your offerings confidently to their clients without needing additional follow-up. -
Flexibility and Options
Show your flexibility by including alternative options, whether it’s different group sizes, customizable meal options, or other offerings. This approach makes your response more appealing and adaptable to the planner’s needs. - Confidence and Professionalism
When responding, even if it’s your first time using Reposite, present yourself confidently. Avoid mentioning unfamiliarity with the platform or other details that might suggest inexperience. Planners should feel assured that working with you will be smooth and seamless.
Leveraging Line-Item Quotes to Stand Out
Why Line-Item Quotes Matter
Line-item quotes allow planners to see each cost element clearly, from venue fees to add-on services, giving them a comprehensive understanding of what each part of your proposal entails. This breakdown provides transparency, which reassures planners about the value they’re receiving. With Reposite’s platform, planners can download a CSV file that consolidates all supplier responses, allowing them to compare each supplier’s line-item details side-by-side and make more efficient, data-driven decisions.
Increase Your Visibility in CSV Downloads
For planners who review multiple suppliers, the CSV download tool is essential to their workflow. Suppliers who provide line-item quotes ensure that their full pricing breakdown is included in these downloadable files, giving planners an easy way to view and evaluate each part of the quote without extra back-and-forth. For example, if a planner’s budget has specific allocations for meals, venue, and entertainment, they can instantly see which suppliers align best with these requirements. By leveraging this feature, suppliers gain a substantial visibility advantage.
Best Practices for Creating Line-Item Quotes
- Be Specific: Rather than a single total, break down costs into specific categories (e.g., setup, hourly fees, per-person fees, equipment rentals).
- Provide Options: For each main service, offer add-ons or alternatives (e.g., “$500 for base service, +$100 for optional add-on”).
- Include Descriptions: Briefly describe each item to add context (e.g., “$150 – Audio setup with technician on-site”).
With these best practices, suppliers not only make it easier for planners to assess costs but also strengthen their own position as transparent, professional, and reliable partners.
Good Examples of RFP Responses
Example 1:
"Hello, Currently, XX/XX/XXXX, is available for a group of 25 guests for Indoor Skydiving. Reservations are available with payment in full. Please ensure all participants meet our flight guidelines [link to guidelines].
- Pricing: $99 per person, including flight training, equipment rental, and instructor-led sessions. Estimated schedule:
- 9:45 am arrival, 10:00 am (12 ppl), finish by 11:00 am
- 10:15 am arrival, 10:30 am (13 ppl), finish by 11:30 am
- We offer video and photo services after the flight.
- For food and beverage, our private event space is available for $XXX/hour. External catering (no alcohol) is permitted.
Let us know if we can assist with further questions!"
Analysis: This response includes detailed information on scheduling, per-person pricing, and optional services, giving planners everything they need to evaluate the offer without further questions.
Example 2:
"Hi there, I'm NAME from COMPANYNAME. We’re available for your event on XX/XX/XXXX and can customize a program to suit your needs. We typically offer:
- 4-piece band for $X,XXX (drums, guitar, bass, vocals)
- 5-piece band for $X,XXX (adds saxophone)
- 6-piece band for $X,XXX (adds keyboard)
We handle setup, provide sound equipment, and can play background music during breaks. Please let me know if you'd like to discuss these options or if there’s a particular style you’d like us to emphasize. I’m available for a quick call if you’d prefer!"
Analysis: This response presents various pricing tiers and details, allowing the planner to compare options easily. It also offers customization based on event style, which showcases flexibility.
Example 3:
"Hello! I’m NAME from COMPANYNAME. We’d love to host your clients and offer a unique experience. Our menus feature a range of dishes, and our chef can create custom meals to meet dietary needs (vegetarian, vegan, etc.). Options:
- Main dining area for groups up to 100: $X per hour, includes dedicated server
- Private dining for up to 400: $Y per hour, includes dedicated event coordinator
- Additional perk: 10% discount at our retail store for all guests.
Please review our event deck [file attached to quote] for layout and menu details. Feel free to call me with questions!"
Analysis: This response is thorough and highlights both the unique elements (discount and event deck) and practical details (group sizes and pricing), giving the planner a comprehensive overview.
Poor Examples of RFP Responses
Example 1: Inexperience Mentioned
"Hi, thank you for your message. I’ve just sent you the quote for 16 people. This is my first time using the Reposite App, so I’m still trying to get the hang of it. If you have any questions, please let me know. Thank you!"
Why This Doesn’t Work: Mentioning inexperience with the platform undermines the supplier’s professionalism and may make the planner hesitant to work with them. Suppliers should avoid references to inexperience and focus on the offering instead.
Improved Response:
"Hello, Thank you for reaching out! For a group of 16 people, we are excited to offer our full event package which includes all equipment, setup, and a dedicated event coordinator. The per-person rate is $75, which covers everything from setup to breakdown. Take a look at a few example itineraries of packages that we've provided to other groups of similar sizes, attached. If you have any specific requests, I’d be happy to accommodate and adjust the quote accordingly. Looking forward to working with you to make this a seamless experience!"
This response shows confidence, clarifies the offering, and assures the planner of a smooth experience.
Example 2: Directing to Another Booking Platform
"Good morning! Could you please submit your request through our main inquiry line linked here? [link to external booking system] I'd like to keep everything in our booking system to stay organized."
Why This Doesn’t Work: Asking planners to leave Reposite to submit their request in another booking system adds unnecessary steps, and planners value Reposite as their centralized sourcing platform. This extra hurdle can lead planners to skip over such responses, as it disrupts their workflow.
Improved Response:
"Good morning! Thank you for your inquiry through Reposite. To make this easy and streamlined for you, I’m attaching our full proposal here and will follow up by providing our line item quote as well so you can see a breakdown of the proposed costs. Please let me know if there are any specifics you’d like adjusted, and I’ll be happy to accommodate."
This response keeps the communication on Reposite, making it convenient for the planner and showing consideration for their preferred platform.
Example 3: Lack of Engagement and Creativity
"Hi there! If you are looking for a DJ, can you tell me a little more about the event? What kind of music are you looking for?"
Why This Doesn’t Work: This response puts the onus on the planner without providing initial options, which may frustrate them. Instead, the supplier should offer a few options or assume a common setup, then invite feedback.
Improved Response:
"Hi! Thank you for reaching out. We have several options for DJ packages based on event style and music preferences:
- Classic Hits Package – $XXX for 2 hours, featuring popular classics across all genres
- Custom Playlist – $XXX for 2 hours, with pre-event consultation for tailored song selections
- Live Requests – $XXX for 3 hours, with a more interactive setup
Please let me know if one of these fits the event or if there’s a particular genre you’re interested in, and I’d be glad to adjust the options."
This response shows engagement, offers variety, and invites the planner to provide further direction.
Example 4: Basic Response without Context or Additional Detail
"Cost is $XXX per day for 20 people. $XX per person."
Why This Doesn’t Work: This response only provides minimal information and fails to show any added value or unique elements of the offering. The planner may overlook such a response because it doesn’t distinguish itself or address other aspects of the request.
Improved Response:
"Thank you for your inquiry! Our full-day package for 20 guests is $800, which includes a dedicated event coordinator, all setup and breakdown, and a tailored experience to fit your group’s preferences. We also offer customizable add-ons:
- Additional activity stations for $200
- Catering add-on at $25 per person
Please let me know if there are specific details you’d like to focus on, and I’d be happy to adjust the options as needed."
This response provides context, presents add-on options, and shows flexibility.
What to Do if an RFP Doesn't Have Enough Information
Sometimes, RFPs lack the details you need to provide an accurate quote. When this happens, it’s essential to still deliver a helpful response. Here’s a framework for handling these situations:
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Make Informed Assumptions
Based on similar events, make reasonable assumptions and include an estimated cost. For instance, if the group size isn’t specified, provide a quote for a common group size and note that it’s adjustable. -
Share Your Offering Framework
Outline your typical offerings for similar events and provide baseline pricing to help the planner understand your services. -
Propose Alternatives and Invite Feedback
Offer specific options and ask if one aligns with their needs. This shows initiative and allows the planner to see possible solutions without further delay. -
Ask Follow-Up Questions
Position any follow-up questions after sharing initial options, to show that you’re ready to proceed and make adjustments based on their feedback.
Tips for Standing Out in RFP Responses
Always Provide a Line-Item Quote
A line-item quote ensures you’re included in planners’ comparison spreadsheets and increases your visibility. These downloadable spreadsheets are available to planners within their Reposite portal, allow ing them to compare suppliers directly - simplifying their selection process.
Leverage Reposite’s Platform
Use all available tools—attach files, provide clear messaging, and ensure availability details are accurate. This centralizes communication and reduces follow-up questions.
Follow Up Thoughtfully
After submitting a thorough response, a friendly follow-up can make a difference in reminding planners of your availability.
By focusing on detail, flexibility, and maintaining a professional, confident tone, you can establish yourself as a reliable supplier on Reposite. An effective RFP response isn’t just a quote—it’s an invitation to collaboration, one that reassures planners of a seamless experience.
Need More Help?
For suppliers looking to increase their success with RFPs, Reposite offers exclusive support through our membership plans. With membership, you’ll gain access to personalized 1:1 support from dedicated account managers and community managers who can review your responses and provide tailored training to help you stand out and secure more bookings.
Additionally, members can join a profile optimization call to learn strategies for enhancing their profiles to receive better matches from planners. Membership also provides waived platform commissions on all bookings and full access to every RFP lead that fits your profile, so you’ll never miss an opportunity.
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