Commission and appoint the project lead
Comparing event management quotations fairly
Three quotations have arrived for managing your conference, and they differ so much in shape that the cheapest is impossible to identify.
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The short answer
Compare scope before price. Put each quotation into the same table, mark what is included, excluded or unstated, add the cost of the gaps, and only then compare totals and fit.
A quotation that looks cheaper often leaves out things the others include. Fairness means adjusting for that, not adding a hidden premium to the proposer you prefer.
Step 1: Agree the criteria before opening the quotations
Decide with your budget owner what matters and how much. Typical headings are scope coverage, relevant experience for your format, team and cover, fee clarity, change handling and fit with your committee's way of working.
Weights are your judgement. Write them down first so they do not shift after you see the prices.
Step 2: Normalise scope
- List every deliverable you expected from your proposal request.
- For each quotation mark Included, Excluded or Not stated.
- Send one written clarification question per Not stated item, to every proposer, with the same deadline.
- Update the table with the answers.
Step 3: Normalise price
- State whether each figure includes service charge and tax, and ask where this is unclear.
- Separate the management fee from pass-through costs such as suppliers, travel and printing.
- Convert fee structures to one basis. A fixed fee, a monthly retainer and an hourly rate need assumptions about hours before they can be placed side by side.
- Add a line for what you will have to cover yourselves where an item is excluded.
Step 4: Look at risk, not only cost
| Question | Why it affects the choice |
|---|---|
| Who does the work, and who covers absence? | A named lead with no cover is a risk on event day and in the build-up. |
| How are added requests priced? | A low fee with open-ended change charges can cost more than a higher fixed fee. See scope growth. |
| Who contracts suppliers? | This changes liability and who can give instructions. See who signs. |
| What can you keep if the relationship ends? | Documents, supplier details and plans should remain accessible to you. |
| Are any supplier referral fees or commissions disclosed? | Undisclosed incentives can bias supplier recommendations. |
Step 5: Decide and record
Score against your criteria, discuss the two highest, and write down why you chose the one you did. This protects the decision if someone later asks.
If the total of included items for the preferred option exceeds your budget, discuss scope reduction with that proposer before dismissing it.
Worked example · Fictional example
Three quotations for a one-day conference
Fictional organisation and figures, for illustration only. Amounts are in RM and are not market rates.
A fictional professional association receives quotations of RM 40,000, RM 55,000 and RM 62,000. Quote A omits supplier management and event-day staffing. Quote B includes both but bills changes hourly. Quote C includes both and states a change process with a fixed approval step.
After clarifications, the secretariat estimates A needs about RM 18,000 of extra internal or external effort to match B and C. The adjusted gap narrows, and the committee's discussion moves from price to change handling.
Use this yourself
Quotation comparison worksheet
One column per quotation. Fill Included, Excluded or Not stated, then add a cost estimate for each gap.
| Item | Quote A | Quote B | Quote C | Cost of gap to cover |
|---|---|---|---|---|
| Planning and decisions management | ||||
| Supplier shortlisting and contract preparation | ||||
| Programme and speaker coordination | ||||
| Event-day staffing and boundaries | ||||
| Reporting to committee | ||||
| Service charge and tax treatment | ||||
| Change request process and rates | ||||
| Handover documents | ||||
| Named cover for absence | ||||
| Adjusted total and rank |
Handle it in-house, or bring in help?
Your team can usually handle this when
- You have two or three quotations that are already fairly alike in shape.
- A committee member has bought event services before and can read the fee lines.
- The scope is small and the fee is modest.
Outside planning help earns its fee when
- Quotations differ in scope, fee basis and what is billed on top.
- Procurement needs a documented comparison for approval.
- You cannot tell which exclusions will become your own work later.
Want the quotations lined up for your committee?
A conference project lead can send the clarification questions, normalise the quotations into one table, estimate the cost of gaps and prepare a short recommendation paper. Your committee still chooses, using the same criteria it agreed beforehand.
Questions organisers ask
Should we always choose the lowest quotation?
No. Compare adjusted totals and risk. The lowest figure often reflects narrower scope, and gaps tend to be paid for later in staff time or change charges.
How many quotations do we need?
Check your own procurement rules. Where none apply, two to four comparable quotations are usually enough to see the range.
Can we negotiate after comparing?
Yes. Negotiate scope and terms as well as price, and record any change in the same comparison table.
Is a larger agency safer than a solo consultant?
Size is not the test. Ask who does the work, how absence is covered and what you keep if the relationship ends.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.