RFP Template to Compare Event Companies Fairly
Standardise your RFP so quotes for décor, catering and production are easy to compare. This pillar guide is written for Indian hosts who want practical steps, not fluff. Use it as a master reference before you drill into city-specific articles on PlanYourFunctionz.
Start by clarifying guest count, must-have experiences and a realistic total budget. Then break work into venue, guides vendors, guest communication and day-of run-of-show. Document decisions in one shared checklist so family members and coordinators stay aligned.
Core planning phases
Phase one is discovery: inspiration, constraints and non-negotiables. Phase two is shortlisting: compare 3–5 verified partners for each major service line. Phase three is contracting: deposits, inclusions and overtime rules in writing. Phase four is production: rehearsals, load-in windows and contingency owners. Phase five is wrap-up: feedback, final payments and photo delivery.
Across India, peak wedding and conference calendars compress vendor availability. Booking earlier usually costs less than last-minute upgrades. Keep a 10–15% contingency for guest additions, weather pivots and décor enhancements that appear after the first site visit.
What great hosts do differently
They share venue photos and power maps early. They ask for itemised quotes. They assign one decision owner per service category. They schedule buffer time between ceremonies. They communicate guest counts promptly. Those habits prevent most day-of surprises and protect relationships with vendors.
FAQs
How long should planning take?
Compact social events can be planned in 3–6 weeks; multi-day weddings and large corporates often need 2–6 months depending on city and season.
Should I hire a full planner?
If your guest list, rituals or brand moments are complex, a planner or coordinator often pays for itself through vendor management and timeline control.
Next steps
Post your event on PlanYourFunctionz to receive custom quotes from verified companies, or continue reading city and service guides for local pricing context.