01
Describe your event
Start in plain language. Add files only if useful.
AI-first RFP creation
Turn your ideas into a defensible RFP.
Describe the event in plain language. RFPilot builds the proposal, adds evidence when you have it, and keeps every decision reviewable.
02
Build & cite requirements
AI builds requirements and cites the source.
RequirementSource
2.1At least 14,000 ANSI lumens per primary screenPage 3
2.2Comparable LED solution acceptedPage 3
2.3Redundant playback and backup stream pathPage 3
03
Compare vendor responses
See who meets each requirement and why.
RequirementAcme Co.BrightLightLumenWorks
Image brightness 14,000 lm 12,000 lm9,200 lm
Comparable LED Yes YesYes
Backup stream Yes YesPartial
Evidence when you have it
Add sources without changing how you start.
Start in AI chat, then attach documents later. RFPilot links every requirement to the exact source passage, so the proposal stays cited and defensible.
Requirements
Approved requirement set
2.1Page 3
At least 14,000 ANSI lumens per primary screen
Yes2.2Page 3
Comparable LED solution accepted
Yes2.3Page 3
Redundant playback and backup stream path
Yes2.4Page 5
Rooms B and C recording priced as an option
OptionAI that works from your evidence.
Ask questions, create proposal sections, and spot risk before publishing. Every output stays editable, reviewable, and grounded in approved evidence.
AI Assistant
Animated example: a user asks how to create a proposal. RFPilot answers with the exact navigation steps, cited sources, and links to open or start a proposal.
AI Proposal Creation
Proposal outline
- 1. Executive summary
- 2. Event understanding
- 3. Technical approach
- 4. Venue & logistics
- 5. Commercial response
AI proposal draft
2. Event understanding
The proposed experience delivers reliable projection, cited technical compliance, and coordinated recording support across the primary ballroom and breakout spaces.
Each recommendation is drafted from approved requirements and remains editable before it enters the final proposal.
2 approved sources used
Proposal Intelligence
Proposal intelligence
Know what needs attention before you publish.
RFPilot reviews requirement coverage, source strength, contradictions, and risk— then points your team to the passage that needs work.
Review status2 items to review
Advisory analysis only. Your team decides what changes and what gets published.
Pre-publish review
Event understanding · Draft 03
Requirement coverage
All critical requirements mapped
Evidence quality
2 claims need a stronger citation
Compliance risk
Recording option is not yet resolved
Contradictions
No conflicting claims detected
The RFPilot way
From source passage to defensible decision.
RFPilot keeps every answer connected to where it came from—so your team can move faster with clarity and confidence.
01
Extract cited requirements
RFPilot reads your brief, pulls out requirements, and links each one to the exact source passage.
02
Surface gaps before publishing
Open questions and missing details are flagged early so your team can resolve gaps before the RFP goes out.
03
Keep a human in control
Review, refine, approve, and publish every response. RFPilot drafts—the team decides.
04
Compare on the same evidence
Evaluate every vendor against the same cited requirements, with the source behind every advisory verdict.
Explore vendor comparisonAcross the product
Everything an AV sourcing round actually needs.
From the first plain-language brief through to an evidence pack you can still defend months after the award.
Conversational proposal start
Describe the event in plain language and let the workspace open around it.
Eight-section builder
Event, venue, rooms, creative, technical, evaluation, uploads, and contact & publish. Recording is configured inside each room.
Basic and advanced modes
Keep it light for a simple RFP, or switch on full production detail.
Ask AI on any field
Draft or tighten a single field without regenerating the whole document.
Page-aware assistant
Ask what a screen does, what to fix next, or how to start a proposal.
Cited extraction
Every captured detail links to the document, section, and page behind it.
Guided questions
RFPilot asks instead of guessing when the sources leave something open.
Readiness scoring
Blocking problems separated from advisory ones, each linked to its section.
Approved requirement registry
Freeze and version the requirement set before a single vendor sees it.
Vendor-facing RFP document
A branded, printable RFP with a scoped response link for approved vendors.
Invitations and reminders
Send invitations to propose and track opens, views, and submissions.
Normalized response inbox
Versioned submissions with commercial totals and attention flags.
Eligibility gates
Mandatory requirements a response must satisfy to stay in contention.
Evidence drawer
Open the vendor passage behind any verdict, or see that none was stored.
Advisory ranking
A defensible shortlist that never records the final selection for you.
Exportable evidence
Executive summary, requirement matrix, and evidence appendix in one report.
Proposal lifecycle
Draft, live, favourite, expired, archived, and saved states with duplication.
Learn from past proposals
Compare structure against proposals you pick, without copying values.
Built for responsible RFP work
Human review required
People review, approve, and publish every response. RFPilot drafts—your team decides.
Sample data only
This interactive demo uses fictional sample data—never production APIs, live customer data, or a live AI service.
Built for procurement and events
RFPilot helps procurement teams and their advisors run fair, transparent, and well-documented evaluations.
Questions & answers
What buyers ask before they trust it.
Does RFPilot choose the vendor?
No. It produces an advisory ranking with the evidence behind it and stops there. Publishing an RFP and selecting a vendor are both explicit human actions, and the product never records a final selection.
Where does the evidence come from?
Only from the documents you provide — your planning brief, venue paperwork, and the vendor responses themselves. Each captured detail and each verdict links back to the document, section, and page it came from.
What happens when a vendor simply does not answer something?
It is recorded as not stated, never as satisfied. Compliance is never inferred from silence, and a requirement with no stored passage shows as missing rather than being filled in from context.
Can we edit what the AI produces?
Yes. Generated sections stay editable right up to publishing, and the citations travel with them. Nothing is generated or published without a person acting first.
Is this only for audiovisual and event production?
That is what it is built for. The section structure, requirement vocabulary, and evaluation criteria assume AV and event production sourcing — union venue rules, rigging, power, recording, and streaming.
How large an RFP can it handle?
An approved registry for a mid-sized event routinely runs to well over a hundred requirements, and every one is compared the same way. The demo carries a trimmed set purely so the matrix stays readable on one screen.
Is the interactive demo using our data?
No. The demo runs entirely on fictional sample data. Every organization, person, venue, contact detail, and price in it is invented, and it never calls a production API or a live AI service.
How do vendors respond?
Publishing opens a scoped response link for approved vendors. Their submissions arrive in one inbox, normalized into the same shape and versioned, so they can be compared against the same requirement set.
Early access
Be first to try RFPilot
Join the waitlist for product updates and early access to faster, evidence-backed AI workflows for RFP creation and review.