Why do event production quotes look so different?

Compare the outcome and the hours

Start with what each supplier has understood. Does ‘sound’ mean an equipment package delivered to the venue, or a system installed and operated throughout the event? Does lighting include design and programming? Are the quoted hours long enough for access, setup, checks, rehearsal and removal?

Ask for assumptions to be made visible. A quote prepared for a seated audience in one room cannot be fairly compared with one allowing for a second space, remote guests or an evening performance that was added later.

Build a like-for-like comparison

Use a small table with columns for each supplier and mark each line included, excluded or to confirm. Avoid interpreting a missing line as free. Send the same clarification to everyone quoting.

• Equipment and the intended coverage or function.
• Accessories, consumables and agreed backup provision.
• Crew roles, working times and rehearsal attendance.
• Transport, parking, access-related costs and collection.
• VAT treatment, payment terms and the process for changes.

Reduce scope deliberately, not accidentally

If a quote exceeds the budget, explain the essential outcomes and ask which choices can change. There may be flexibility in presentation format, equipment, schedule or finish. Removing rehearsal or operation without considering the programme can simply move work onto an unprepared member of your team.

Before accepting, keep the clarified scope with the quotation and record the agreed version of the brief. When the programme changes, ask whether the scope and price need revising. This protects both the organiser and supplier from a different job emerging on the event day.