How to Compare Two Event Quotations: A Checklist to Avoid Hidden Costs

1. Start with an identical event brief

A quotation for 80 participants for a full day cannot be compared directly with an offer covering 60 participants for half a day. First, establish the date, schedule, headcount, room layout, programme and audiovisual requirements. Send the same brief to every supplier and request revisions for incomplete proposals.

2. Compare services item by item

Break down venue hire, furniture, reception, cleaning, sound, screens, internet, technicians, meals, drinks and service. For each item, request the quantity, unit price, subtotal and an indication of whether it is included, optional or excluded. A lower total can conceal a narrower scope.

3. Spot hidden costs in the schedule

Specify setup, guest arrival, service, dismantling and crew departure times. Ask about overtime charges and potential staffing, security or late-cleaning costs. An event starting at 9 a.m. may require setup from 7 a.m.: that period should appear in the offer.

4. Check equipment and technical support

The words ‘equipment included’ do not guarantee that the setup matches the programme. Request details of microphones, projection, sound, lighting, cabling and technical control. Check whether a technician is present, whether rehearsals are included and what happens in case of a fault. A hybrid conference has different requirements from an ordinary meeting.

5. Review catering in detail

At the same per-person price, two offers may include different services. Compare meals, coffee breaks, drinks, staffing, equipment, dietary options and service duration. Ask for the final headcount deadline, no-show rules and the cost of additional guests.

6. Check prices excluding and including VAT

Always compare the amount excluding VAT and the total including VAT, with the various services itemised. Belgium’s official portal lists rates of 6%, 12% and 21%. The rules may differ according to the services provided: do not assume the whole event is subject to a single rate.

7. Read payment and cancellation conditions

Check deposits, payment deadlines, date changes, cancellation, attendance guarantees and offer validity. Any penalties should be clearly stated. Make sure that the agreed conditions also appear in the final contract.

8. Identify exclusions and responsibilities

Who welcomes guests, coordinates suppliers, supervises deliveries or resolves technical issues? Terms such as ‘organiser’s responsibility’ or ‘on request’ can refer to unpriced costs. Obtain a written list of exclusions and identify who is responsible for every service.

9. Simulate the final budget, not just the original quote

Recalculate both offers for the same headcount, programme and essential services. Add excluded expenses, then simulate extra registrations and overtime. eventplanner.be advises a 10% contingency reserve: this is a planning precaution, not an automatic surcharge.

Final checklist before approval

• Same date, headcount and duration
• Services and quantities itemised
• Equipment, staffing and catering identified
• Setup and overtime charges clarified
• VAT and total including tax checked
• Payment and cancellation terms reviewed
• Exclusions confirmed in writing

Choose a reliable quotation, not just a low price

A transparent proposal makes your event easier to plan and reduces the risk of unexpected costs. Explore BluePoint Liège’s event spaces and request a detailed quotation for your project.