Put two event quotations for the same programme side by side and the gap can be surprisingly large. Most of that gap is not unit price. It sits in lines one supplier included and the other left out, which then show up on the day as extra charges.
What a complete event quotation contains
| Group | Usually includes | Often missing |
|---|---|---|
| Stage and set | Stage deck, backdrop, entrance, check-in area | Teardown and night transport |
| Sound and lighting | Speakers, mixer, microphones, stage lights | A technician on duty for the whole show |
| LED screen | Screen area, video processor, rigging | Backup power, operator |
| Staff | MC, hosts, ushers, coordinators | Overtime when the show runs late |
| Logistics | Transport, crew meals, security | Early access fee charged by the venue |
| Media | Photo, video, livestream | Post-event edit |
Three lines that most often create extra cost
Build and teardown time
Many venues only allow set-up after 10 pm the night before. The quotation should state build hours and teardown time.
Power and backup
LED screens and sound systems draw heavy power. Ask where power comes from, whether there is a backup generator, and who pays for it.
Technical staff on duty
Renting equipment is not the same as renting equipment with an operator.
Full-service or itemised
A full-service package gives you one contact and one contract. Ask for the detailed breakdown anyway. Itemised hiring suits venues that already provide part of the setup, but several suppliers on one show can make fault-finding slow.
Frequently asked questions
Why do two event quotations differ so much
Usually the scope differs. Compare each group line by line.
Should I pick the cheapest quotation
Only after all lines match and the supplier has surveyed the venue.
How early should I ask for a quotation
For events under 300 guests, three to four weeks ahead. Outdoor shows or large LED screens need more time.
Conclusion
A good quotation lets you picture the event day. For an itemised quotation for your next programme, contact Hoàn Vũ or call +84 964 73 74 73.
Hoan Vu handles stage, screens, filming, streaming and ticketing end to end.
