The RFP models currently used across the international association sector were largely designed more than two decades ago, before the urgency of climate change, before sustainability and ESG reporting became standard practice, and before expectations expanded to include inclusion, belonging, and broader societal values. They also predate community-driven engagement models and the exponential rise of digital participation. As the world has changed, so have the needs of associations, destinations, members, and local communities. Yet the RFP process has not evolved at the same pace. Recent analysis of association city-host RFPs issued in 2024 and 2025 highlights this gap between intent and execution. While values such as inclusion and sustainability are increasingly referenced in industry conversations, they are still applied inconsistently in formal RFP requirements and evaluation frameworks. In practice, many RFPs signal aspiration without clearly defining priority, weighting, or feasibility, leaving destinations and partners to interpret what truly matters.
White Paper – Reimagining RFP Processes for International Association Meetings
The RFP models currently used across the international association sector were largely designed more than two decades ago, before the urgency of climate change, before sustainability and ESG reporting became standard practice, and before expectations expanded to include inclusion, belonging, and broader societal values. They also predate community-driven engagement models and the exponential rise of digital participation. As the world has changed, so have the needs of associations, destinations, members, and local communities. Yet the RFP process has not evolved at the same pace. Recent analysis of association city-host RFPs issued in 2024 and 2025 highlights this gap between intent and execution. While values such as inclusion and sustainability are increasingly referenced in industry conversations, they are still applied inconsistently in formal RFP requirements and evaluation frameworks. In practice, many RFPs signal aspiration without clearly defining priority, weighting, or feasibility, leaving destinations and partners to interpret what truly matters.
