Requests for Quotation

Overview

When you need a service for an event (sound, lighting, catering, etc.), send a Request for Quotation (RFQ) to multiple vendors and compare their responses.

Creating an RFQ

1. Go to Procurement → RFQs
2. Click New RFQ
3. Describe what you need:
   • Service type
   • Event date and details
   • Specific requirements
   • Budget range (optional)
4. Select which vendors to invite
5. Set a response deadline
6. Send

Vendor Responses

Invited vendors receive a notification (and email) with the RFQ details. They can respond with:

• Itemized pricing
• Availability confirmation
• Terms and conditions
• Attachments (spec sheets, etc.)

Comparing Responses

Once responses come in, use the Quote Comparison tool to evaluate vendors side by side. Compare on:

• Total price
• Individual line items
• Payment terms
• Past performance rating

Awarding an RFQ

Select the winning vendor and convert the RFQ into a Purchase Order. The other vendors are notified that the RFQ was awarded elsewhere.