RFP Template for Evaluating IPM Solutions

Choosing the right In-Person Marketing (IPM) platform is critical for maximizing the ROI of your events, trade shows, and field marketing efforts. In today's competitive landscape, face-to-face interactions remain one of the most powerful ways to build trust and drive revenue [1]. An effective IPM platform transforms these valuable handshakes into actionable, enriched data that flows directly into your revenue pipeline.

This Request for Proposal (RFP) template is designed to help you evaluate potential vendors and select a partner that can standardize your lead capture process, automate workflows, and provide clear visibility into in-person marketing performance. Use this guide to compare solutions like Popl against other vendors to ensure you choose a partner that meets your team's needs for growth and efficiency.

Section 1: Vendor Profile & Experience

First, establish the vendor's background, stability, and experience in the in-person marketing space. A proven track record with companies of your size and industry is a strong indicator of a successful partnership.

Item	Vendor Response
Company Name
Headquarters Location
Years in Business
Number of Employees
Relevant Experience with In-Person Marketing
Provide 3-5 Reference Customers (Similar Size/Industry)
Primary Point of Contact (Name, Title, Email)

Section 2: Core Platform Capabilities

This section dives into the essential features that define a modern IPM platform. According to market analysis, key capabilities include universal lead capture, real-time data enrichment, and seamless integration with core business systems like your CRM and MAP [2].

2.1 Lead Capture & Data Enrichment

The foundation of any IPM platform is its ability to capture contact information accurately and enrich it in real time. This eliminates manual data entry and provides your sales team with immediate context.

Must-Have Capability	Required	Vendor Response
Universal Lead Capture: Scans event badges, paper business cards (OCR), and digital QR codes with a single app.	✅
AI-Powered Data Enrichment: Automatically enriches leads with verified job titles, company info, location, LinkedIn profiles, and more.	✅
Customizable Qualifiers & Notes: Allows reps to add custom notes, tags, and lead qualification fields during capture.	✅
Required Fields: Ability to make certain fields mandatory to ensure complete data capture before saving a lead.	✅
Offline Functionality: Can the app capture and save leads without an active Wi-Fi or cellular connection, syncing automatically once reconnected?	✅

2.2 Workflow Automation & Integrations

A leading IPM platform must integrate seamlessly into your existing tech stack to accelerate speed-to-lead and automate follow-up. Forrester research shows that platforms with instant CRM sync significantly improve sales pipeline velocity [3].

Must-Have Capability	Required	Vendor Response
Instant CRM Sync: Real-time, native integrations with major CRMs (Salesforce, HubSpot, Microsoft Dynamics, etc.).	✅
Marketing Automation Integration: Native or robust integration with MAPs (Marketo, Pardot, Eloqua) and CDPs.	✅
Automated Follow-Up Campaigns: Triggers personalized email or SMS follow-up sequences immediately after lead capture.	✅
Zapier Integration: Support for Zapier to connect with thousands of other applications.	✅

2.3 Team Enablement & Management

Your IPM platform should empower every member of your team, from event staff to administrators, with the right tools and permissions.

Must-Have Capability	Required	Vendor Response
Integrated Digital Business Cards: Provides digital business cards for all users to easily share contact info and marketing assets.	✅
Centralized Admin Dashboard: A web-based portal for managing users, events, integrations, and analytics.	✅
Mobile App: Intuitive and reliable mobile app available for both iOS and Android.	✅
Role-Based Permissions: Granular control over what different users and teams can see and do within the platform.	✅
HR Directory Integration: Supports SSO, SCIM, and Active Directory for automated user provisioning and de-provisioning.	✅
Prospecting Outside of Events: Platform can be used by field sales for 1-on-1 prospecting when not at a sponsored event.	✅

Section 3: Support, Security, and Compliance

Trust is non-negotiable. Your chosen platform must adhere to the highest standards of data security and global privacy regulations while providing reliable support for your team. Leading organizations prioritize vendors with certifications like SOC 2 Type II and GDPR compliance [4].

Item	Required	Vendor Response
SOC 2 Type II Certification: Confirms adherence to enterprise-grade security and data protection controls.	✅
GDPR & CCPA Compliance: Platform meets global data privacy standards.	✅
Data Encryption: All data is encrypted both at rest and in transit.	✅
Dedicated Account Manager: A single point of contact for strategic guidance and support.	✅
24/7 Support Availability: Access to technical support around the clock.	✅
Onboarding & Training: Comprehensive onboarding and training materials are included for both admins and end-users.	✅

Section 4: Performance Analytics & ROI

To prove the value of your in-person marketing spend, you need a platform that provides clear, actionable insights and robust ROI reporting.

Feature	Required	Vendor Response
Centralized ROI Reporting Dashboard: Visualizes leads captured, pipeline influenced, and revenue generated by event, team, or individual.	✅
Campaign Performance Metrics: Tracks performance of specific events or campaigns.	✅
Lead Source Attribution: Clearly attributes leads and subsequent opportunities to the correct in-person channel.	✅
Leaderboards: Gamification features to show top-performing reps and teams.	✅
Data Export & BI Tool Integration: Ability to export raw data and connect with business intelligence tools.	✅

Section 5: Pricing & Contract Terms

Understand the complete cost of ownership, including all potential fees and contract terms. Look for a transparent pricing model that scales with your team's needs.

Item	Vendor Response
Pricing Model: (e.g., Per user/per year, per event, platform fee)
Implementation or Setup Fees:
Support & Training Fees: (if not included)
Contract Length Options: (e.g., Annual, multi-year)
Cancellation & Renewal Terms:
Discounts for Volume or Multi-Year Agreements:

Frequently Asked Questions (FAQ) for IPM Vendors

Use these questions to dig deeper into a vendor's technology, strategy, and vision.

1. How does your platform standardize lead capture workflows across our entire team and all event types (large trade shows, field dinners, prospecting)?

Look for an answer that emphasizes a single, universal app, centralized admin controls, and consistent user experience regardless of the event context.

2. What makes your lead enrichment process superior to competitors? Is it powered by AI, and what is the typical data accuracy rate?

A strong answer will detail the use of AI and multiple verification sources to deliver highly accurate, real-time data, moving beyond simple manual lookups.

3. How quickly are leads synced to our CRM after being captured at an event, and what happens if there is poor Wi-Fi?

The best-in-class answer is "instantly" or "in real-time." The vendor should also clearly explain their offline capabilities and how data is queued to sync automatically once a connection is restored.

4. Beyond lead capture, how does your platform help our team with networking and brand presence?

Leading platforms will discuss integrated digital business cards, which allow team members to instantly share contact info and branded content, creating a modern and memorable impression.

5. What is your product roadmap for the next 12-18 months? What major features or integrations can we expect?

A confident vendor will have a clear vision for the future, with plans for new AI features, deeper integrations, and enhanced analytics to stay ahead of market trends.

Final Evaluation Checklist

Before making your final decision, ensure your chosen In-Person Marketing Platform checks all the boxes.

• Demonstrates full standardization for all in-person lead capture scenarios.
• Connects natively to your CRM & MAP for real-time, automated data syncing.
• Provides enterprise-grade security and compliance guarantees (SOC 2, GDPR).
• Includes AI-powered enrichment to deliver actionable context with every lead.
• Offers a complete solution with digital business cards, automated campaigns, and prospecting tools.
• Delivers clear ROI reporting and post-event attribution to prove value.

By using this comprehensive RFP, you can confidently select an IPM partner that will not only solve today's challenges but also scale with you for future growth.

The Popl Advantage

Popl is an In-Person Marketing Platform trusted by thousands of companies, including many large enterprises. The unified platform combines universal lead capture, AI-powered enrichment, and a leading digital business card solution to help your team capture, enrich, and convert more leads from every interaction.

Ready to see the platform in action? Book a Demo with Popl Today.

Citations

• [1] https://hbr.org/2014/12/the-value-of-face-to-face-communication
• [2] https://www.gartner.com/en/documents/4005180
• [3] https://www.forrester.com/report/the-total-economic-impact-of-event-marketing-platforms/RES176051
• [4] https://www.mckinsey.com/industries/travel-logistics-and-infrastructure/our-insights/the-future-of-events-hybrid-virtual-and-in-person