As you move toward choosing a new strategic dimensional marketing partner you really need to think about the end in the beginning. While there is a defined process for the requests for information and proposal (the RFI and RFP respectively), before you wade into that process decide IF and WHY you want to do this. There are several paths you can take to finding a solution. But whatever you do, be committed and focused on the task at hand. There are two parts to the larger process and I can tell you from my previous experience, don’t neglect one or the other:
- The selection process.
- The contract and negotiation phase.
You can vet and find the best partner in the world through the RFI/RFP process. But if you don’t have the nuts and bolts of how you will do business clearly in place, problems will come up.
There are also two approaches as to how you can select a partner:
- Releasing an RFI/RFP to a select group of bidders with a down select to one. This can be as complex or simple as you want it to be and as outlined in detail in a post dated 9/4/2011).
- Sole-sourcing to a trusted and vetted supplier. This, of course, implies that you are comfortable with a key supplier who is proven and your internal processes (those driven by management and procurement) will allow you to do this.
The RFI/RFP process is a fairly safe way to ensure you are getting the best choice. You do have to see through the salesmanship, but it does give you an idea of how companies do business and how they will perform for you. It also confirms (or messes with ) the perceived chemistry between your company and theirs. The path usually follows these steps:
- The research and writing a RFI, including the release, selection process and review of received responses.
- The research and writing of a RFP and the selection of recipients and proposed selection process and criteria (a couple of examples are cited here as links).
- Choice of a selection team and scoring system.
- Determination of site visits and evaluation of those visits.
- Final presentations.
- Notification and award of the project
- The process after the award.
While this is not an exhaustive look at a program, it, hopefully, will give others embarking on this same path some insight into what they might be getting into (or are already into!).
However you choose to select your next exhibit marketing partner or your next exhibit, consider some or all of these elements before you start. Mapping the process is as important as implementing it.
As for the sole-sourcing option: a little more risky, but if you know your intended, an “arranged marriage” of sorts can work. But you have to trust them, your judgement and those who recommend them. That process is more like this:
- Review and vetting by an outside source who would present findings to you and describe the company and its approaches to you.
- An initial meeting, either at your office, but preferably in their offices, to discuss their capabilities and your needs.
- Pricing, meeting the team, reviewing example designs, talking with customers of theirs all are a part of this step.
- A post-meeting meeting to discuss amongst yourselves and your consultant the pluses and minuses of the selected company.
- A request for a design and program. This would culminate in a live presentation to you.
Either way, this is about evaluating a prospective strategic partner, not just choosing a “vendor.”
Consider your options carefully and choose the path with an outcome in mind. “Make a plan, follow the plan,” never was more true than in choosing a strategic exhibit partner and building an exhibit.
TTSG
