How to Build Ethical and Effective RFPs That Vendors Actually Want to Answer

Is your RFP helping you find the right partner—or just the best guesser?

In this solo episode of Production Value Matters, host Matthew Byrne takes listeners behind the scenes of one of the most misunderstood—and misused—tools in event planning: the RFP. With decades of experience on the receiving end of these requests, Matthew unpacks why so many RFPs fall short and how to write ones that actually work. From budget transparency to submission ethics, this episode is a must-listen for anyone sending or responding to RFPs.

You’ll learn why withholding information doesn’t create leverage—it creates confusion—and how sharing your objectives and constraints sets the foundation for real, impactful collaboration. Matthew also outlines a simple, seven-part RFP structure that will help event professionals get better proposals, build better relationships, and ultimately deliver better events.

What You’ll Learn:

• Why most RFPs are built for control, not collaboration
• What to include in your RFP to get strategic responses
• How to clearly define event objectives, audience, and technical needs
• Why budget transparency saves time and money
• What NOT to ask for in an RFP (like unpaid creative work)
• How to avoid legal and ethical RFP pitfalls
• A practical 7-section template for your next RFP
• Why events aren’t commodities—and your RFP shouldn’t treat them like one

Matthew Byrne is the Founder of Byrne Production Services and host of the Production Value Matters podcast. With over 20 years of experience in large-scale AV and event production, Matthew helps event leaders bring strategy, technology, and storytelling together to create unforgettable experiences.

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Download our FREE RFP Template Here!

Follow and Connect with Matthew on LinkedIn: linkedin.com/in/matthewbyrnecsep

For additional resources for #eventprofs visit www.productionvaluematters.com

For additional resources for #eventprofs visit www.productionvaluematters.com

Check out our 3 most downloaded episodes:

• Measuring Value in Your Events: Insights from Jodi Collen
• Educating Clients and Managing Expectations in Event Production with Fransiska Weckesser
• The Intersection of Event Planning and Psychology with Victoria Matey

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