RFP Guidelines

A complete and comprehensive request for proposals will ensure a thoughtful and thorough response. Drake & Company offers assistance and guidelines to associations seeking an outstanding proposal.

To generate meaningful proposals, Drake & Company examines several criteria, including:

1. A history of the organization (age, incorporation date, location and membership size)
2. Current mission statement
3. Strategic plan including organization's goals and objectives
4. Leadership organization chart (board and/or committee structure)
5. Most recent financial audit report, current financial statements and annual budget
6. Bylaws
7. Copies of publications (newsletter, journal and directory)
8. Copy of conference brochures
9. Calendar of scheduled organization events
10. Scope of services required (see sample outline)

Scope of Services for Association Management

Your organization's Scope of Services document should include a comprehensive list of services you wish to be handled by your administrative office. Below is a sample outline. Your requirements may be very different.

Association Management

1. General Office
   1. Phone (hours)
   2. Fax
   3. Voice Mail
   4. Email
2. Board Meetings
   1. Frequency
   2. Location
   3. Responsibility of taking minutes
3. Management
   1. Company Facilities
   2. Storage requirements
   3. Meeting space
4. Inventory
5. Financial Management
   1. Frequency of reports
   2. Income and expense responsibility
   3. Budget preparation
   4. Investments
   5. Credit card processing
6. Membership Committee Support Services
   1. Database
   2. Renewal cycle
   3. Membership directory
7. Publication Committee Support Services
   1. Type of support required
   2. Frequency of publications
   3. Internet services
8. Other Committee Support Services

Conference/Trade Show Management

1. Site Selection
2. Contract Negotiation
3. Develop Conference Timetable
4. Conference Resume
5. Onsite Staff
6. Brochure Development
7. Marketing and Promotion
8. Budget Development and Financial Management
9. Registration Processing
10. VIP Management
11. F & B Selection
12. Exhibits Management