A free RFP tool, and the session where you build your own

A free RFP generator I built in an afternoon

A while back, I watched an event pro try to compare five catering bids that had nothing in common. One quoted per person, one quoted a flat rate, one left service charges off entirely, and one never mentioned staffing. There was no honest way to line them up. The vendors weren't the problem. The RFP that went out to them was.

That is the part of sourcing nobody enjoys. You are juggling a venue, a date, a headcount, and a dozen other fires, and somewhere in there you have to write a request clear enough that five different companies answer the same questions. Leave a detail out, and the bids come back in five different shapes, and you are stuck doing the translation by hand.

On a small team, that whole job is you. The brief, the follow-up questions, the scoring, the awkward "can you re-quote that the way the others did." It usually happens late, on a blank document, when you would rather be doing almost anything else.

So I built a free Event RFP Generator. You tell it which side of the table you are on, give it a few details about your event, and it writes a clean, send-ready RFP that vendors can actually bid against.

Here is roughly what comes back:

1. A scope of work written for that specific vendor, so every bid answers the same questions.

2. Budget parameters and exactly what the price needs to include, so nothing hides in a footnote later.

3. A real timeline, with a response deadline and a decision date built in.

4. Submission requirements, from itemized pricing to insurance, so the bids come back in one format, you can compare line for line.

5. Weighted scoring criteria, so you rate every vendor the same way instead of on who followed up last.

Try it here: Event RFP Generator → https://chatgpt.com/g/g-6a30cce24f788191b3ee0b988e9a8fe4-event-rfp-generator

Not on ChatGPT? A one-page version you can run in Claude, Gemini, or Copilot: https://drive.google.com/drive/folders/1A6HHW9TMc20k-2mhU4oLnyG1w2Fjy1P3

It runs the other way, too. If you are the vendor responding to an RFP, point it at the brief, and it drafts your proposal, itemized pricing and all.

The session where you build your own — July 9

Here is the thing about a tool like that. I built it in an afternoon. The more interesting question is not what I can hand you, it is what you could build yourself.

That is what the next session of Claude for Events with Julius Solaris is about. The intermediate session is on July 9, and it is the jump from running a task in a chat window to building automation that runs without you. The principle on which the whole session runs is simple. You build the automation with AI, then put AI back on top to check its own work.

Then we build real event workflows live. We turn a messy attendee list into a finished room block across multiple hotels, and set up a morning briefing that pulls your registration pace and lands in your inbox before you are awake. Anca Platon Trifan walks through turning a real agenda into a Run of Show and an AV cue sheet that reruns cleanly when one detail changes. You do not need to have been in Session 1 to follow along.

Seats are limited. Save yours here: https://insights.boldpush.com/claude-for-events-intermediate

Till next time,

Noah

Do More With Less Using AI

PS: If you build something after the session, hit reply and show me. The best ones end up in a future issue.