Choosing the Right Event Contractor: A Strategic Evaluation Process

Selecting the right contractor for your event isn’t just about finding the lowest bid—it’s about aligning with a partner who understands your goals, brings innovative solutions, and delivers with excellence. At JDC Events, we believe that a transparent, structured evaluation process is key to making the best choice. Here’s how we approach contractor selection to ensure fairness, clarity, and strategic alignment.

Step 1: Create a Chart of Requirements

Start by listing all the specific needs of your event. These might include:

• Technical capabilities (e.g., AV setup, hybrid event support)
• Experience with similar events
• Budget constraints
• Creative approach
• Staffing and logistics
• Sustainability practices

This chart becomes your evaluation rubric—your reference point for comparing proposals.

Step 2: Group Requirements Under Five Overarching Goals

To streamline the evaluation, categorize your requirements under five overarching goals. For example:

1. Budget
2. Innovation
3. Experience & Expertise
4. Operational Capacity
5. Relationship Fit

Each requirement should roll up into one of these categories, helping you focus on what matters most.

Step 3: Include the Evaluation Process in Your RFP

Transparency is critical. Your Request for Proposal (RFP) should clearly outline:

• The evaluation criteria
• The scoring system (e.g., 1–5 scale)
• The weight assigned to each category

This levels the playing field and ensures all bidders understand how their proposals will be assessed.

Step 4: Assign Weighted Percentages to Each Goal

Not all goals carry equal importance. Assign a weight to each category based on your event’s priorities. For example:

• Budget – 50%
• Innovation – 25%
• Experience & Expertise – 10%
• Operational Capacity – 10%
• Relationship Fit – 5%

If innovation is key to your event’s success, it should carry more weight than cost alone.

Step 5: Offer a Q&A Period

Invite all bidders to submit questions and share the answers with everyone. This ensures transparency and helps clarify any ambiguities in the RFP.

Step 6: Offer Individual Meetings with Bidders

Provide each bidder an opportunity to meet with your team. If new information arises during these meetings, share it with all participants to maintain fairness.

Step 7: Score Each Bidder Against the Chart of Requirements

Using a 1–5 scale (with 5 being the highest), rate each bidder on how well they meet each requirement. At this stage, you’re evaluating them solely against your event’s needs—not against each other.

Step 8: Calculate Weighted Scores

For each overarching goal, total the scores from the related requirements. Then multiply that total by the assigned weight. For example:

• Innovation score: 4.5
• Innovation weight: 25%
• Weighted score: 4.5 × 0.25 = 1.125

Repeat this for all five categories.

Step 9: Add Up the Final Scores

Sum the weighted scores across all categories. The bidder with the highest total score is your top candidate.

Step 10: Consider Relationship Fit

Don’t underestimate the importance of chemistry and communication. Assign a percentage to “relationship fit” and include it in your scoring. This ensures you’re choosing a contractor who not only meets technical requirements but also aligns with your team’s working style.

Final Thoughts

A structured contractor evaluation process helps you make informed, equitable decisions. It ensures that every bidder is judged fairly and that your final selection aligns with your event’s strategic goals. Whether you’re planning a federal symposium or a corporate celebration, this approach sets the stage for success.