Procurement preparation
Preparing an event RFQ so quotes compare
You know what you need and want prices, but past quotes have arrived in formats that cannot be compared.
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The short answer
A request for quotation (RFQ) asks suppliers to price a scope you have already defined. Its job is comparison, so the quantities, inclusions and pricing format must be fixed by you before it goes out, and every supplier must fill in the same grid.
If the scope is still open, or approach matters as much as price, use an RFI or RFP first. An RFQ works best for a clear requirement such as printing, a defined catering package or equipment hire.
What an RFQ must fix
- Quantities: headcount basis (invited, registered or attending), number of sessions, rooms, days.
- Specification: what is to be supplied, to what standard, and what is excluded.
- Dates: delivery, set-up and removal, and the date the quote must remain valid to.
- Pricing format: the grid suppliers must fill, with tax, service charges and optional items shown on separate lines.
- Terms you already know you need, such as payment schedule or cancellation, and where the supplier may propose alternatives.
- The decision method and the deadline for questions and for quotes.
Design the pricing grid
The grid is what makes quotes comparable. Ask for unit price, quantity and line total, and a separate line for every optional or extra charge.
Ask suppliers to write Not included, not a blank, where they do not price something. Blanks are the usual reason quotes cannot be compared. The supplier quote normaliser lets you line up quotes and flags missing inclusions.
A sequence for issuing an RFQ
- Confirm with your policy owner the number of quotes, approvals and any conditions on issuing an RFQ.
- Write the specification and grid, then have a colleague try to fill it in as a supplier would.
- Send the same pack to each supplier on the same day with the same deadline.
- Collect questions in writing and share answers with all suppliers using a clarification log.
- Compare quotes line by line, record gaps, and write the outcome for approval.
Questions for your own policy
- How many written quotes does the organisation expect at this value?
- Who may approve the award, and at what value does that change?
- May quotes be negotiated after submission, and who may do so?
- Must the RFQ be held for a minimum period, or published anywhere?
- Are there conflict-of-interest or confidentiality steps for those comparing quotes?
Pitfalls
- Allowing free-form quotes, which leave you comparing different things.
- Changing quantities after quotes arrive without telling all suppliers.
- Choosing the lowest total without checking what is missing.
- Sending the RFQ to only one supplier and calling it competitive.
- Leaving the requirement incomplete. The RFP completeness checker shows the same specification gaps.
Worked example · Fictional example
A fictional RFQ for conference printing
Fictional organisation and figures, illustrative only.
A fictional accountants' institute needs printed programmes and name badges. The secretariat writes quantities as 300 programmes and 320 badges, fixes the paper and finish description, and asks for delivery by a stated date.
Three printers receive the same grid. One quote leaves badge lanyards blank and another adds a rush charge. Using Not included and separate extras lines, the secretariat sees that the cheapest total omits lanyards, adds them as a line, and recommends on the corrected figures.
Use this yourself
Event RFQ template
Copy this into a document and send the same version to every supplier.
- Event, organiser, contact person for questions, and deadline for questions:
- Quote deadline, validity period required, and decision date:
- Scope and specification (what, how much, to what standard):
- Quantities and the headcount basis used:
- Delivery, set-up and removal dates and place:
- Exclusions and items the organiser will supply:
- Pricing grid (below), including tax and service charges as separate lines:
- Terms: payment, deposit, cancellation, and where alternatives may be proposed:
- Instruction: write Not included for anything not priced:
- How quotes will be compared and who decides:
| Line | Description | Unit | Qty | Unit price | Line total | Included or not included |
|---|---|---|---|---|---|---|
| 1 | ||||||
| 2 | ||||||
| Optional | ||||||
| Tax and service charges |
Handle it in-house, or bring in help?
Your team can usually handle this when
- The requirement is clear and the supplier choice is small.
- Your policy sets the number of quotes and you can manage them.
- One person can compare quotes line by line.
Outside planning help earns its fee when
- Several services need quoting together and the scope is hard to define.
- Past quotes came back in forms that could not be compared.
- The specification and grid need to be right before a high-value award.
Want an RFQ pack prepared for you?
An Event Blueprint can include the specification, the pricing grid and the comparison method for the services you plan to quote, so each supplier prices the same scope. Send your requirement and any quantities you already hold.
Questions organisers ask
What is the difference between an RFQ and an RFP?
An RFQ asks for prices against a fixed specification. An RFP asks suppliers to propose how they would meet a need, so approach is evaluated as well as price. Choose by whether your scope is already defined.
Can suppliers change the specification in their quote?
Only if the RFQ says where alternatives are welcome. Ask for alternatives as separate lines so the compliant quote can still be compared.
How long should an RFQ stay open?
Long enough for suppliers to price properly, which depends on the size of the requirement and your own policy. Work backwards from the decision date using the tender timetable.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.