Vendor comparison framework: MUST / NICE / SKIP
How to evaluate hotel/AV/F&B vendor responses against your real requirements without scope creep. Three buckets: must-have, nice-to-have, can-skip.
Overview
Vendor comparison goes wrong when planners try to optimise on every dimension. Reality: every event has 5-8 things that MUST be true (cancel the vendor if missing), 5-8 things that would be NICE (worth paying for if affordable), and 5-8 things that can SKIP (tempting but not required). This framework forces clarity upfront so you compare vendors against your real requirements, not vendor sales claims.
How the framework works
MUST — the deal-breakers
Things that, if missing, eliminate the vendor regardless of price. Example for a hotel RFP: capacity match, date availability, MICE-ready meeting space, basic AV (mic + screen + Wi-Fi), attrition policy at 80%/50%/20% or better. If a hotel can't tick these, they're out — no further evaluation needed.
NICE — the value-adds
Things you'd pay 10-20% more to have. Example: in-house chef who can taste-test, free upgrade for organiser, comp suite for CEO, extended Wi-Fi capacity, sustainability certification. NICE items differentiate vendors at similar MUST-baseline.
SKIP — the trap features
Vendor differentiators that DON'T move the event outcome but inflate quotes. Example: branded napkins, photo booth (unless event-required), custom welcome amenities, unlimited concierge service, premium signage. SKIP-bucket items are sales traps.
How to use the framework
Before sending the RFP, list each requirement under MUST / NICE / SKIP. Send the MUST list with the RFP itself — vendors must confirm all MUSTs in their response. NICE items are scored as bonus. SKIP items don't appear in your scoring matrix even if vendor offers them. This prevents "feature inflation" where vendors load quotes with SKIP items to look impressive.
Worked example: workshop venue
MUST: cabaret-style room for 30, Wi-Fi for 60 devices, AV with wireless casting, working lunch, parking. NICE: branded materials, on-site barista, dietary-flexible menu (5+ options), late-checkout flexibility. SKIP: photo booth, signage outside venue, premium welcome amenity, concierge service for attendees. The €80/pax DDR vendor that ticks all MUSTs and 3 NICEs beats the €120/pax vendor that ticks all MUSTs, 4 NICEs, and 5 SKIPs.
Re-bucketing for different event types
Workshops MUST: working-format space, continuous coffee, fast Wi-Fi. NICE: window views, healthy snacks. SKIP: décor. SKO MUST: plenary AV, breakout rooms, evening venue. NICE: hotel-side party host. SKIP: branded napkins. QBR MUST: confidentiality, hybrid-ready AV, executive-grade F&B. NICE: spa access, suite upgrade. SKIP: theming.
How to apply it
- Before sending the RFP, write your MUST / NICE / SKIP buckets for THIS event.
- Share MUSTs with vendors in the RFP — make them confirm explicitly.
- Score NICEs in your scoring matrix as bonus weights.
- Ignore SKIP items even if the vendor offers them.
- Re-evaluate buckets for each event type — they're not universal.
Common gotchas
- Putting too many things in MUST. If MUST has 15+ items, it's no longer a forcing function — it's a wishlist.
- Letting vendors re-bucket on your behalf. "This is a must-have for premium events" is a vendor sales tactic. Trust your bucket assignment.
- SKIP items creeping back in because they're "already included". Free SKIP items still inflate vendor focus and complicate execution.
- Not sharing MUSTs with vendors. They optimise on the wrong dimensions if you don't tell them what matters.
Next steps
Combine this with the universal hotel RFP template and the contract review checklist for a complete sourcing workflow. If you'd rather automate this, try Easy RFP free — the framework is built into the product.