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The rules differ depending on the country and city council. Consult your legal adviser. This is general guidance for public buyers, not legal advice.
A tender lets the supplier understand the event and leaves it up to you to compare responses. A vague text brings vague answers. Clear text makes the choice easier to explain later.
Describe the event in plain words
State the size of the gala, the date, the space and the languages. If you do not know a number yet, give an estimate and say it is one. Describe the outcome you want. Do not write a list of features. This list invites another list, and says little about the night.
Ask the same questions of any supplier
Ask what similar events you have held, and how large. Ask who is responsible for the data and ask the data protection officer to read the answer. Ask who owns the data and if you can export it. Ask for a written quote, to compare on equal terms.
Ask for the terms of service in writing. Ask what availability the supplier assumes and what happens when that commitment is not met. Tell them where the data needs to be and ask them to confirm it.
Tell us how you will evaluate, before making proposals
Publish the criteria before proposals arrive. A criterion added later may seem designed for a competitor. Tie the criteria to your event, not to a product.
Ask each competitor in the same order. Read the data answers first. Be careful with answers that promise a lot and say little about the night.
For more questions, use the gala buyer's checklist. For what Eventblox® states about data, read how we treat data. Eventblox is housed in the EU and ready for the GDPR in public procurement.
What is requested is the record that remains
A specification describes a night. What decides the evaluation is what remains of the night. Who could apply? Who received what. Where has each place been? What is exported the following day. If the supplier does not describe this record, the evaluation compares promises.
Ask your previous edition the same questions: where the list lives, who can change it, what survives the night. Planear is where the gala becomes a record.
Describe the event. Ask the same questions. Publish the evaluation before the proposals. Read the data answers first.
Frequently asked questions
What should a tender for an awards gala say?
The size, date, space and languages, in simple words, and how you will evaluate the answers. Ask each supplier the same questions. Ask your legal adviser about the rules.
How do the answers compare fairly?
Publish the criteria before proposals arrive. Ask in the same order. Read the data answers first. Ask your legal adviser about procedure.
How much does it cost?
Pricing depends on your event type, estimated number of users, number of categories, presentation sequence and required feature blocks. In the meeting, we scope all of this with you.
Bring your last gala's plan. We look at it in the demo. Book a demo