Many events start with an RFP, and most ask for full-scope responses before any promise of a contract or a fee. That’s spec work, and it’s one of the oldest debates in the industry.
Spec work comes at a cost
A real, solid and thoughtful proposal takes time from multiple teams. On a win, that time is usually built into project hours. On a loss, it can mean a pretty big hit.
Why clients ask for it
It’s a fair instinct, wanting to see how a team thinks before trusting them with a budget and a show. Sometimes, though, a team is invited only as a comparison bid, which raises a real question about fairness.
A good response starts with a good RFP
Vague details, undisclosed budgets and an incomplete scope make the process inefficient for everyone. Teams end up guessing, responses can’t be compared side by side, and the best ideas may not fit the real budget. Clear goals, a budget range and a defined scope get you better answers in less time.
Is there another approach?
One alternative is an RFQ, a request for qualifications, instead of an RFP. It asks about experience, team and approach rather than free concepts, which gets at what both sides are really after: a good mutual fit. A clear budget range, a shorter shortlist or a small paid discovery phase can help too.
When you don’t win
It happens. Ask for feedback, keep the relationship, and take what you learned into the next one.
