How to create an event staffing RFP (Request for Proposal) is an essential skill for brand managers who want to compare staffing agencies objectively and select the best partner for their activation programs. A well-written RFP attracts quality proposals, enables fair comparison, and sets the foundation for a successful agency relationship.
#Why Use an RFP for Event Staffing?
Many brands select staffing agencies based on a quick Google search or a colleague's recommendation. While referrals are valuable, an RFP process ensures you're evaluating multiple options against consistent criteria. This is especially important for:
- Programs exceeding $50,000 annually
- Multi-city or national campaigns
- Long-term staffing partnerships
- Complex activations requiring specialized skills
#Essential RFP Sections
Section 1: Company Overview and Objectives
Introduce your company, brand, and marketing objectives. Help agencies understand the bigger picture so they can propose relevant solutions.
Include:
- Company description and industry
- Target audience demographics
- Marketing objectives for the staffing program
- Geographic markets where you activate
- Annual event/activation volume
- Historical staffing spend (if comfortable sharing)
Section 2: Scope of Work
Detail exactly what you need:
- Types of events (sampling, trade shows, festivals, retail, etc.)
- Number of staff per event
- Required roles and skills
- Certifications needed (TIPS, food handler, CDL, etc.)
- Training expectations and who develops materials
- Reporting and measurement requirements
- On-site management expectations
Section 3: Evaluation Criteria
Be transparent about how you'll evaluate proposals:
- Staff quality and vetting process (25%)
- Pricing and value (25%)
- Relevant experience and references (20%)
- Training capabilities (15%)
- Technology and reporting (10%)
- Insurance and compliance (5%)
Section 4: Pricing Request
Ask for clear, comparable pricing:
- Hourly rates by role type
- Minimum hour requirements
- Overtime policies
- Travel and expense policies
- Training time billing
- Cancellation and rush booking policies
- Volume discount tiers
Section 5: Agency Capabilities
Request information about:
- Years in business and company size
- Geographic coverage and talent pool size
- Insurance coverage (require COI)
- Technology platform and reporting tools
- Staff vetting and quality control process
- Notable clients and case studies
- References (minimum 3 similar programs)
Section 6: Logistics
- Proposal deadline
- Questions/clarifications process
- Presentation or pitch expectations
- Decision timeline
- Contract start date
#Common RFP Mistakes
Too Vague An RFP that says "we need event staff" gives agencies nothing to work with. Be specific about roles, events, markets, and expectations.
Too Restrictive Overly prescriptive RFPs prevent agencies from proposing creative solutions. Describe what you need to achieve, not just how you've always done it.
Unrealistic Timeline Giving agencies 3 days to respond to a complex RFP guarantees rushed, low-quality proposals. Allow 2-3 weeks for comprehensive responses.
Price-Only Evaluation Selecting the cheapest agency almost always results in inferior staff quality, missed activations, and ultimately higher costs when you have to fix problems.
No Finalist Round Paper proposals can only tell you so much. Include a finalist presentation round where top 2-3 agencies present in person or via video.
#Evaluating Proposals
Create a scoring matrix that weights each evaluation criterion. Have multiple team members score independently, then discuss and reconcile scores. Key evaluation questions:
- Does the agency understand our brand and objectives?
- Is their talent pool sufficient for our geographic needs?
- Are their vetting and training processes rigorous?
- Is pricing transparent and competitive?
- Do their references confirm consistent quality?
- Do they have experience with our specific event types?
#Post-Selection Best Practices
- Notify all participating agencies of the decision (professional courtesy)
- Offer feedback to non-selected agencies who request it
- Negotiate final terms with the selected agency
- Establish a trial period for the first 2-3 events before committing long-term
- Define success metrics and review schedule
#Air Fresh Marketing's RFP Process
[Air Fresh Marketing](https://www.airfreshmarketing.com) welcomes RFP opportunities and provides comprehensive, transparent proposals. We respond to RFPs with detailed capability presentations, competitive pricing, and relevant case studies.
[Submit an RFP](https://www.airfreshmarketing.com/contact) to Air Fresh Marketing.