Accepted Practices Exchange
Events Industry Council
APEX
Audio Visual
RFP Template
RFP for Audio Visual services — general function and plenary AV, equipment inventory, recording, rehearsals, and special technical requirements.
2026 Edition · Aligned to CMP International Standards
Contents
Section I · Contact InformationWho issues, who responds
Section II · Event ProfileIdentity, attendee profile, history
Section III · Requirements (Audio Visual)Procurement-specific scope
Section IV · Proposal SpecificationsDecision process & criteria
Section V · Proposal ContentWhat the supplier must include
2026 Edition modernized for sustainability, accessibility, cybersecurity, and AI-enabled service expectations.
© 2026 Events Industry Council · Distributed under APEX (Accepted Practices Exchange)
IContact InformationStakeholder Management
Identify the RFP issuer and the supplier the RFP is being sent to. Required (*) fields cannot be omitted.
Event Name (no acronyms) *
Event Host Organization *
Event Organizer (if different from Host)
Key Contact Person
Key Contact Person *
Job Title
Mailing Address Line 1 *
Mailing Address Line 2
City *
State / Province *
Zip / Postal Code *
Country *
Phone *
Fax
Mobile Phone
Email Address
Web Address
Preferred Method of Communication
Telephone
Email
Letter
Fax
Other:
Billing Information
Event Organizer / Host Billing Contact Person
Billing Address Line 1
Billing Address Line 2
City
State / Province
Zip / Postal Code
Country
Billing Contact Telephone
RFP Routing
RFP For (Supplier Name) *
Respond To (Key Contact Name) *
Contact Information Comments
IIEvent ProfileStrategic Planning
Establish the event identity, location (if known), market segment, attendee profile, history, exhibition particulars, and future-cycle dates.
Event Name *
Event Host Organization *
Event Organizer (if different from Host)
Event Start Date
Event End Date
Event Location Selected?
Yes
No
Event Location (if Yes)
Event Location(s)
City
State / Province
Country
Facility 1 of N
Facility 1 Name
Facility 1 Contact Name
Facility 1 Phone
Facility 1 Email
Facility 1 Fax
Repeat for additional facilities as necessary.
Event Organizer / Host
Market Segment
Association (International)
Association (National)
Association (Regional / State / Local)
Corporate
Educational
Ethnic
Fraternal
Government
Military
Religious
Social
Event Type *
Event Status *
Event Frequency *
Event Host Overview (mission, philosophy, etc.)
Event Objectives
Attendee Profile
Expected Total Event Attendance
Attendee Demographics Profile
Demographics, international mix, fly-in vs. drive-in mix, etc.
Accessibility / Special Needs
Outline any special needs for the group including special accessibility needs.
Event History
First Time Event?
Yes
No — attach the APEX Post-Event Report (PER)
If a PER is not available, complete the table below for past occurrences.
AttributeEvent 1Event 2Event 3 (add'l as nec.)
Facility Name
City, State/Province, Country
Start Day & Date
End Day & Date
Total Attendance
A/V Service Provider
List of A/V Equipment Attached?☐ Yes   ☐ No☐ Yes   ☐ No☐ Yes   ☐ No
Event A/V Expenditure
Exhibitor A/V Expenditure
APEX PER Attached?☐ Yes   ☐ No☐ Yes   ☐ No☐ Yes   ☐ No
Currency Type
Function Schedule Attached?
Yes
No
Exhibition Information
The event is or includes an exhibition
Yes
No
Type of Exhibition
Public
Private
Public / Private Combination
Type of Exhibits (multi-select)
Custom Fabricated
Modular
Portable
Other:
Number of Exhibits Expected
Number of Exhibiting Companies Expected
Exhibitor Demographics Profile
Secured Exhibition Area?
Yes
No
Gross Space Required
Net Space
Unit of Measurement
Square Feet
Square Meters
Exhibitor Kit Provided to Exhibitors
Online
Printed
CD-ROM
None
Other:
Exhibition Dates & Times
Day / DateHours — Day 1Hours — Day 2Hours — Day 3
Exhibitor & Service Contractor Schedules
Exhibitor Move-in Begin Date
Exhibitor Move-in End Date
Exhibitor Move-in Begin Time
Exhibitor Move-out Begin Date
Exhibitor Move-out End Date
Exhibitor Move-out Begin Time
Service Contractor Move-in Begin Date
Service Contractor Move-in End Date
Service Contractor Move-in Begin Time
Service Contractor Move-out Begin Date
Service Contractor Move-out End Date
Service Contractor Move-out Begin Time
General Service Contractor
GSC Selected?
Yes
No
GSC Company Name
GSC Contact Name
GSC Contact Phone
GSC Contact Email
GSC Contact Fax
Future Open Dates
Future open dates exist for this event
Yes
No
Published StartPublished EndComments
Event Profile Comments
IIIRequirements — Audio VisualTechnology Integration
Define general function and plenary/general session AV needs, including staging, recording, rehearsals, and special technical requirements.
Statement of Need *
General description of the types of services and the intended length of contract (in years).
General Function Requirements
There is a standard set for meeting rooms
Yes
No
If Yes — Description
Audio / Video Recording is required for one or more functions
Yes
No
General Function Schedule
Day & DateFunction TypeStartEnd# AttendeesSetup ReqsA/V ReqsA/V Operator24-hr Hold
Function Type options
Break
Breakfast
Lunch
Reception
Dinner
General Session
Breakout Session
Other:
Setup options
Theatre
Conference / Boardroom
U-Shaped
Classroom
Hollow Square
Rounds for 8
Rounds for 10
Reception
Tabletop Exhibits
8' x 10' Exhibits
10' x 10' Exhibits
Other:
A/V Operator
In Room
On Call
Special Instructions *
Other General Function Requirements Comments
Plenary / General Session Requirements
A/V Company will manage stage set?
Yes
No
Separate Production Company involved?
Yes
No
If Yes — Production Company Name
Days / Hours available for setup / move-in
☐ Days   ☐ Hours
Days / Hours available for tear-down / move-out
☐ Days   ☐ Hours
A/V Recording required for one or more functions?
Yes
No
Rehearsals required?
Yes
No
Plenary / General Session Schedule
Day & DateFunction TypeStartEnd# AttendeesSetup ReqsA/V ReqsA/V OpSpeaker / Entertainment24-hr Hold
Special Instructions
If event has happened before, attach prior Function Schedule and AV equipment list.
Other Plenary / General Session Requirements Comments
A/V Equipment Inventory Schedule
List all required A/V equipment by category. Add rows as necessary.
Equipment CategoryQuantityDays RequiredNotes
Wireless lavalier microphones
Handheld wireless microphones
Lecterns / podium microphones
Audio mixers / consoles
Powered loudspeakers
Confidence monitors
Video projectors (lumen rating)
Front-projection screens
Rear-projection screens
LED video walls
Camera operators & cameras
Switchers / vision mixers
Recording & encoding
Streaming / hybrid bridge
Computer playback & presentation
Comms (intercom / IFB)
Lighting consoles
Stage wash & spot lighting
Truss / rigging
Power distribution
Cabling / network drops
Live captioning system
Real-time translation booths / receivers
Audience response system
Speaker-ready / green-room equipment
Two-way radios
Office equipment (printers, copiers)
Other:
2026 Modernization — Legacy items (VHS, 35mm projectors, overhead projectors, ISDN, T-1) have been removed from the canonical inventory list. List under "Other" only if specifically required.
Insurance Requirements
In order to host this event, what are your specific insurance requirements of my organization?
Commercial General Liability Insurance, including blanket contractual liability
Commercial Automobile Liability Insurance for owned, non-owned and hired vehicles
Workers' Compensation Insurance as required by statute
Employers' Liability Insurance
If commercial general liability protection exceeds $1,000,000 *
What limits can be provided by primary and excess / umbrella coverage?
Other Specific Requirements
Describe any particular requirements not previously addressed
e.g., simultaneous interpretation/translation, audience response system, video conferencing, speaker ready room, two-way radios, office equipment needs, etc.
Attachments
List documents attached to this RFP (draft agenda, post-event report, sample vendor contract, exhibitor prospectus, attendee promotion materials, etc.)
New in 2026 Edition — RFP scope now includes sustainability, accessibility, cybersecurity, and AI-enabled service expectations. Suppliers should describe their capability against each in the "Other Specific Requirements" section above and the response in Section V.
Sustainability Requirements (NEW 2026)
Required Sustainability Standards (multi-select)
EIC Sustainable Event Standards alignment
ISO 20121 certification
B-Corp certification
Carbon footprint reporting (GHG Protocol)
Single-use plastic elimination plan
Local / seasonal sourcing commitment
Waste diversion target ≥ 75%
Other:
Accessibility & Inclusion Requirements (NEW 2026)
Required Beyond-Compliance Accessibility (multi-select)
Live captioning
Real-time translation (multi-language)
Sensory / quiet rooms
Service-animal relief area
Mobility-priority seating
Sign language interpretation
DEI scholarships / bursaries
Other:
Cybersecurity & Data Protocol (NEW 2026)
Required Cybersecurity Posture (multi-select)
SOC 2 Type II
ISO 27001
GDPR / CCPA compliant data handling
Documented incident response plan
Attendee PII encryption at rest & in transit
Penetration testing on event-day systems
Other:
AI-Enabled Services (NEW 2026)
Optional AI Services (multi-select)
AI-generated session summaries
AI-generated transcripts
Real-time live translation
AI matchmaking / networking
On-demand publishing pipeline
Sentiment / engagement analytics
Other:
IVProposal SpecificationsProject Management
All work is to be performed in a professional manner. Information in this RFP is proprietary and may not be released without written permission from the contact person named in Section I.
Decision Making Process
Final Decision Maker (Name & Role)
Preliminary cut with second review of finalists?
Yes
No
Proposal Presentation Location (if required)
Decision Date *
Approximate Date of Site Inspection (if required)
Number of Site Inspection Attendees
Decision Notification Method (multi-select)
Telephone Call
Email
Letter
Fax
Key Decision Factors
Selection is based on the following criteria, rated by how they will play a role in proposal evaluation: 1 = critical · 3 = important · 5 = minimally important.
Decision FactorRating (1–5)
Ability of vendor to provide high level of service
Age and types of equipment to be provided
Amount of equipment owned by the vendor
Availability of required equipment / services
Creativity
Information provided in the response to the RFP
Proposal in the response to the RFP is in the proper sequence
Overall cost of services
Recommendations from previous and existing clients
Staff Experience
Travel / shipping costs if equipment is trucked or flown in
Union / non-union
Sustainability credentials (NEW 2026)
Accessibility & inclusion capability (NEW 2026)
Cybersecurity posture (NEW 2026)
AI-enabled service capability (NEW 2026)
Other:
Required Attachments (select all that apply)
Standard sales kit for the company / facility
Equipment / Service Price List
Other:
{rfp_specific_attachments}
Instructions for Responding
  • Each proposal responding to this RFP must include the information requested in Section V (Proposal Content), in the order presented.
  • Expenses related to the preparation and completion of a response to this RFP are the sole responsibility of the vendor.
  • The proposal with the lowest dollar amount will not necessarily be considered the best proposal.
  • Incomplete and / or late responses will not be considered.
Accepted Formats for Response
Mail
Fax
Email
Courier
Other:
2026 Addition — also indicate if applicable:
Secure Portal Upload
Other Instructions
Proposal Specifications Comments
VProposal ContentStakeholder Management
Each responding proposal must include the following information, in the order presented.
Company Information
Company Name
Mailing Address Line 1
Mailing Address Line 2
City
State / Province
Zip / Postal Code
Country
Web Site
Primary Sales Contact
Full Name
Preferred Name
Job Title
Employer
Mailing Address Line 1
Mailing Address Line 2
City
State / Province
Zip / Postal Code
Country
Phone
Fax
Mobile
Email Address
Web Address
Experience
For how many events of similar size and scope as the one in Section II has the company provided services in the past three years?
When was the company founded?
Company's Scope of Services
Working relationship with the facility named in Section II
Are you the preferred vendor? How many events and of what type have you serviced there?
Experience Comments
Planning the Event
How would the company and its staff participate in planning meetings?
Who would accompany the event organizer on site visits?
Planning Comments
Response to Requirements
Can the company meet the event's specific equipment / service requirements with its own resources?
Yes
No
If No, types and amounts that would need to be outsourced
Can the company meet the event's staffing requirements with its own staff?
Yes
No
If No, supplemental staff supplied by
Can the company meet the other specific requirements outlined in the RFP?
Yes
No
Personnel
Does the company have an office in the city where the event is being held?
Yes
No
If No, complete travel-from rows below for each location.
CityState / ProvinceCountryStaff from this Location
Number of staff that would work the event
Staff Full NameTitleResponsibilityYears of ExperienceSupervisor?
☐ Yes   ☐ No
☐ Yes   ☐ No
☐ Yes   ☐ No
☐ Yes   ☐ No
Estimate of charges for travel expenses (incl. # of guestrooms required)
Personnel Comments
Labor
Minimum number of hours charged per person working (e.g., 4-hour minimums)
Does the company use union labor?
Yes
No
If No, describe why and in what areas union labor is not used
Pricing
Provide an itemized price list for all services / equipment described in Section III
Pricing Comments (taxes, gratuities, currency, validity period)
References
Client / Event NameContactPhone / EmailYear Serviced
Authorized Signature
Signatory Name
Signatory Title
Signature
Date
APEX RFP Template · 2026 Edition© 2026 Events Industry Council