A shared brief for comparing quotations
Give each supplier the same requirements for space, use and timing.
- Space
- Plan, area, open sides and venue restrictions.
- Use
- What is displayed, how visitors are received, equipment and storage.
- Timing
- Design approval, artwork deadline, build-up, handover and dismantling.
Compare what each cost line includes
The scope behind the total explains the differences.
| Cost line | Ask to specify | Often overlooked |
|---|---|---|
| Design and revisions | Concept, drawings, revision rounds and deliverable files. | How extra revisions are charged. |
| Structures and graphics | Dimensions, materials, finishes and quantities. | Samples, transport and collection responsibilities. |
| Lighting and equipment | Equipment quantities, power needs, installation and testing. | Venue connections and additional power. |
| Build-up and handover | People, transport, build-up, cleaning and dismantling. | Waiting, travel and extra time. |
Three terms to clarify in the quotation
Turn informal descriptions into a usable written handover.
- Price basis
- Currency, tax basis, validity, payment milestones and cancellation terms.
- Responsibilities
- Who handles approvals, venue submissions, safety documents and acceptance.
- Exclusions
- List excluded costs, client-supplied materials and how changes are handled.
What to share with us
A useful quotation should make clear
- Work and deliverables
- Responsibilities and approvals
- Inclusions and extras
- Payments and handover