IDS / EVENT PLANNING GUIDES

How to Compare Event AV Proposals

Two event AV quotations can have different totals because they describe different jobs. Before choosing between them, make sure each supplier is responding to the same event requirements.

Use one shared brief

Give suppliers the same date, venue, programme, layout and working windows. List the content sources and the support you expect during the event. If the brief changes, send the update to everyone so you are not comparing different versions of the plan.

Compare the service scope

Check delivery, installation, operation and dismantling. Ask whether the proposed staff cover the full event or only setup. Confirm what control and playback equipment is included where applicable. Mark anything unclear and request a written explanation.

Compare the intended outcome

Ask how each proposal supports the audience layout and programme. Different equipment descriptions do not necessarily mean one proposal is better. The supplier should explain how the proposed arrangement meets the brief and what limitations or assumptions remain.

Check timing and changes

Confirm setup access, rehearsal time, show hours and removal. Ask what happens if the programme extends, the venue changes access or a new content source is added. Obtain the process for approving additional work before the event rather than discovering it during delivery.

Read exclusions and terms

Review exclusions, payment stages, validity dates and cancellation conditions in the actual proposal. Ask the supplier to explain anything you do not understand before accepting. This checklist helps organise a comparison; it does not replace reviewing the agreement itself.

Build a simple comparison sheet

Use columns for equipment scope, delivery, installation, operators, rehearsal, show support, removal, exclusions and unresolved questions. Compare price after those rows are clear. IDS can discuss a proposal against your event brief so the scope is explicit.