RFPs Are Brutal and are Getting Worse
Anyone in the world of AV integration, signage, or OOTD knows the grind: the RFP drops, you assemble a proposal, scramble for the best pricing, throw in a few bells and whistles, and hope your bid makes the shortlist.
But here’s the reality: the odds aren’t in your favor.
Public and private sector RFPs are getting more competitive, more crowded, and more commoditized. Everyone is selling similar displays, similar hardware, and similar services. Pricing wars are rampant. Margins are thin. Differentiation is tough.
That’s why the most successful integrators and resellers aren’t trying to win on price anymore. They’re winning on value, innovation, and strategic differentiation.
And one of the most overlooked ways to do that?
Adding smart, interactive kiosks with real-time software capabilities to your RFP bid.
Platforms like HootBoard turn your bid from a static install proposal into a smart, scalable communication system—giving decision-makers a compelling reason to say yes.
Why Most AV & Signage Bids Blend In
Before diving into the HootBoard advantage, let’s unpack why many RFP submissions fall flat:
1. Overreliance on Hardware Specs
Almost every response includes the same line-up: 4K displays, commercial-grade enclosures, media players, mounts. It becomes a technical checklist, not a strategic pitch.
2. No Value-Add Layer
Many integrators don’t include software or experiential design. Without a compelling user layer, the solution feels incomplete—just hardware waiting for someone else to figure out the content.
3. Poor Differentiation
When everyone offers the same vendors and services, selection comes down to price. That’s a race to the bottom.
4. Lack of Future-Readiness
Procurement teams are increasingly evaluating RFPs based on scalability, interactivity, and analytics. Static screens with no engagement component are being seen as outdated.
In short, most RFPs focus on the physical product. Few showcase how that product will actually create ongoing value.
Enter Smart Kiosks: The Game-Changer in Bid Strategy
Adding HootBoard’s smart kiosks and software platform to your proposal introduces a layer of innovation that most competitors will miss.
Why HootBoard Gives You the Edge:
✅ Interactive, Not Just Informational
Instead of proposing passive screens, you’re proposing interactive touchpoints where users can:
- Navigate events, maps, and directories
- Submit feedback
- RSVP to programs
- Discover dynamic content
- Scan QR codes to engage deeper
This appeals to institutions, cities, campuses, and venues looking to modernize the user experience.
✅ Software-Driven, Cloud-Managed
HootBoard isn’t just hardware—it includes a full CMS for managing content across multiple locations, plus analytics, access controls, and remote scheduling.
That means the client doesn’t need to search for a content team or third-party software vendor. Your bid becomes an all-in-one ecosystem.
✅ Real-Time Updates & Emergency Messaging
Whether bidding for a smart city contract, university system, or government facility, real-time communication is now a must. HootBoard’s platform supports:
- Scheduled announcements
- Emergency alerts
- Weather-based triggers
- Departmental content publishing
That makes your proposal more relevant to post-COVID expectations for dynamic, contactless communication.
✅ Co-Branded, Fully Customizable Experience
Kiosks can be branded for the client, themed by department, and tailored for user flows—something that appeals to marketing, IT, and operations stakeholders alike.
You’re not just selling a screen. You’re selling an engagement hub.
Use Case-Driven Differentiation in RFPs
Let’s say you’re bidding on an RFP for:
🏛️ A Municipal Smart City Rollout
Instead of just proposing digital signage at bus stops and city centers, you now include:
- Kiosks that offer transit schedules, alerts, and event listings
- Real-time community updates from city departments
- Integration with QR code-based visitor guides
- Data analytics for urban planning insights
This adds public service value, improving your chances of selection.
🏫 A University Campus Deployment
Rather than static building directories, your proposal offers:
- Interactive wayfinding kiosks
- Integration with student services and event calendars
- Career fair and club promotion dashboards
- Emergency alert messaging tied to campus security systems
Suddenly, you’re solving multiple problems—not just installing screens.
🏨 A Hotel or Convention Center Upgrade
In addition to digital signage, your bid includes:
- Self-service information kiosks for guests
- Nearby attractions and vendor partnerships via ad placement
- Real-time event updates and conference agendas
- Multilingual support for global guests
Your solution goes from hardware bid to revenue-generating experience layer.
Addressing Procurement Evaluation Metrics
RFPs are often scored on several dimensions:
| Evaluation Metric | Traditional AV Bid | AV Bid + HootBoard Kiosks |
| Technical Fit | ✅ | ✅ |
| Cost | ✅ (if competitive) | ✅ (with higher perceived value) |
| Innovation & Modernization | ❌ | ✅ |
| End-User Experience | ❌ | ✅ |
| Sustainability / Scalability | ❌ | ✅ |
| Ongoing Support & Analytics | ❌ | ✅ |
The addition of kiosks and real-time software improves scores across all qualitative dimensions, giving your bid a competitive lift that price alone cannot provide.
Bonus: Revenue Opportunities for Partners
Beyond helping you win bids, HootBoard kiosks offer recurring revenue potential for resellers:
- Annual software licensing and support packages
- Add-on services like custom content creation, training, and deployment
- Ongoing maintenance contracts
- Ad monetization partnerships (for public or retail spaces)
This turns a one-time project into a long-term revenue stream.
Why Clients Love This
Clients selecting RFP winners increasingly care about:
- Future-proof technology
- Accessibility and inclusivity
- Emergency communication readiness
- Self-service capabilities for users
- Centralized control and transparency
By including kiosks and the HootBoard platform, your bid checks all these boxes.
Final Thoughts: Make Your Bid Stand Out
In a competitive RFP landscape, small margins make a big difference. Your ability to offer more than just “screens on walls” could be the deciding factor between getting shortlisted or getting passed over.
Smart kiosks:
- Show innovation
- Deliver user value
- Solve real-world communication challenges
- Unlock new service revenue
- Create data visibility for the client
Want to win more RFPs? Don’t just deliver displays. Deliver solutions.
HootBoard is the differentiator you didn’t know you needed—but won’t want to bid without again.
