Put the same brief in front of each supplier
Use the same event date, site address, intended use, guest numbers and layout priorities. Explain the equipment and services you need. If a detail changes, update the brief for everyone so the proposals remain comparable.
One quote may describe structure-only hire, while another includes flooring, furniture and installation arrangements. Neither can be understood properly without its written specification.
The comparison worksheet
| Check | Write down for each proposal |
|---|---|
| Structure | Exact dimensions or configuration and the use being assessed. |
| Hire dates | Installation date/window, event date, takedown and collection. |
| Site assumptions | Ground, access, unloading, permissions and any information still needed. |
| Floor and finish | Flooring, carpet, lining, swags and the areas covered. |
| Furniture | Table and chair types, quantities and other agreed equipment. |
| Lighting and power | What is supplied, external routes, who confirms power requirements. |
| Additional services | Catering, staffing, sound, entertainment or other quoted services. |
| Responsibilities | Handover, changes during the event, site clearance and third-party items. |
| Payable total | All included charges, any excluded items and the payment schedule. |
| Booking conditions | Confirmation, changes, cancellation and the relevant written terms. |
Resolve vague inclusions before booking
If “lighting”, “furniture” or “complete package” appears without detail, ask what it means for your event. Confirm quantities and whether delivery, setup and collection are included. Check whether a displayed photograph includes items supplied by someone else.
Avoid filling gaps with assumptions about a supplier’s standard arrangement. A written answer can make the scope clearer for both you and the team.
Treat outstanding information as outstanding
A provisional site, unconfirmed programme or missing layout requirement can affect the final proposal. Mark the item for follow-up and ask what must be resolved before a booking can be agreed. The quote should state its own terms; this guide does not extend a price or reserve a date.