Procurement toolkit
Facilitator Selection Checklist & RFP Brief
Compare providers against the same outcome and scope. This brief makes the decision job, evidence, participant conditions, professional boundaries, commercial terms, and evaluation visible before suppliers propose a favourite method.
The short answer
A strong facilitator brief states what the group must produce, who decides, who participates, what has already been tried, what evidence and risks matter, and what follow-through is required. Evaluate providers on diagnosis, comparable proof, facilitator fit, process reasoning, safeguards, and commercial clarity, not only credentials or day rates.
Minimum selection evidence
- 1
Named lead facilitator and the role of every subcontractor
- 2
Comparable, permissioned case evidence or references
- 3
A diagnosis of the buyer task before a detailed method is prescribed
- 4
An explanation of how authority, conflict, accessibility, confidentiality, and participation will be handled
- 5
A fixed scope or explicit pricing logic with assumptions, exclusions, taxes, travel, suppliers, cancellation, and change control
- 6
A clear line between facilitation and legal, clinical, HR, governance, safety, financial, or technical advice
Interview questions that test judgment
- 1
What did you hear in our brief that changes how you would design the process?
- 2
Tell us about a comparable session that did not go to plan and what you changed.
- 3
What would cause you to recommend that we do not run this workshop?
- 4
How will you handle a senior decision maker who dominates or reverses the stated process?
- 5
Which claims in your proposal are supported by published evidence or references?
- 6
What will be true at the end, and what evidence would show the engagement failed?
A defensible scoring model
Score outcome understanding, comparable proof, facilitator-team fit, process reasoning, risk and accessibility design, commercial clarity, and references separately. Do not combine fees and quality into one opaque impression. Set the weighting before proposals arrive and record material conflicts of interest.
Avoid exact-anchor marketing claims, unsupported market-rate ranges, invented local experience, undisclosed subcontracting, or guarantees that depend on client decisions and implementation. A confident provider should be able to state what is outside scope.
Copy-ready brief
Copy-ready facilitation brief
Replace each prompt with your facts. Keep unknowns visible so suppliers can respond to them instead of guessing.
Organization, accountable sponsor, procurement contact, and decision owner.
When the work ends, the group must have produced or decided…
Why now, what has already been tried, and what makes this difficult.
Who advises, recommends, decides, approves, and must be informed.
Count, roles, locations, power dynamics, languages, accessibility, and stakeholder input.
Documents, research, performance data, prior decisions, and evidence gaps.
Discovery, design, facilitation, materials, production, outputs, coaching, or follow-through.
Legal, HR, clinical, safety, governance, financial, technical, or mediation support required.
Dates, location, venue, virtual or hybrid conditions, travel, technology, privacy, and security.
Professional fees, taxes, travel, suppliers, assumptions, exclusions, payment, cancellation, and change control.
Comparable cases, references, credentials, named delivery team, and conflicts of interest.
Predeclared criteria, weights, interview dates, decision date, and procurement requirements.
Invite FUSE to Respond to the Brief
Send the completed brief or use it during discovery. FUSE will identify the proposed team, evidence, scope, boundaries, and commercial assumptions in writing.
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