Why does a good request affect the quality of the proposal?

The quality of the offer directly depends on the quality of the information provided to the contractor. If the company only receives the date and the number of participants, it must make many of its own assumptions. Each contractor may make different ones, which is why later various projects are compared in practice.

Inquiry:

“Please provide a quote for technical services for an event for 500 people”

does not specify:

• the type of event,
• the size of the room,
• the number of speakers,
• the presence of a concert,
• presentations,
• streaming,
• the stage,
• the time of setup.

One company may therefore quote a simple conference, another a gala with an LED screen, and a third an event with a concert and elaborate lighting.

All three prices may be correct, but they will not be comparable.

A good inquiry should limit the number of such unknowns and clearly indicate the elements that the organizer does not yet know.

If the company receives a common set of data, the subsequent analysis of the offer from the company technically executing the event becomes significantly easier. 

Basic data – date, location, and nature of the event

At the beginning of the RFQ, there should be information that allows immediate determination of the basic scale of production.

The minimum is:

• the date of the event,
• the exact location,
• the name of the venue, if already selected,
• the type of event,
• the expected number of participants,
• the planned hours.

It is also worth indicating whether the event is:

• one-day,
• multi-day,
• internal,
• outdoor,
• broadcasted online,
• open to the public,
• closed to invited guests.

The very nature of the event significantly changes the technical needs.

A conference primarily requires clear speech and handling of presentations. A gala may additionally require dynamic lighting, multimedia, and precise cues. A concert, on the other hand, means PA, FOH, monitoring, rider, and soundcheck.

If the event combines several formats, this should be noted immediately.

Example:

“Corporate event for about 600 people: conference, panel discussion, award ceremony, and a concert by the band after the official part.”

One such sentence provides the performer with significantly more information than just the label “corporate event.” 

Number of participants and layout of the space

The number of participants is important, but without the layout of the space it does not allow for the proper selection of technical systems. Two setups for 500 people can have completely different requirements.

In the RFQ, it is worth including:

• a layout of the room,
• a site plan,
• dimensions of the space,
• height,
• stage position,
• audience layout,
• additional zones.

It matters whether the participants are seated:

• theatrically,
• at tables,
• in a wide room,
• in a long hall,
• in open space.

For audio, this affects the range and coverage of the PA.

For video – it affects the required image area and location of the screens.

For lighting – it affects the possible positions of devices and structures.

If a plan of the venue is available in PDF, DWG, or even a simple layout with dimensions, it is worth attaching.

If there is no plan, basic dimensions can be provided and photos of the space can be taken.

The number of participants describes the scale of the audience, but the geometry informs the contractor how to technically service this audience.

Scenario and schedule

The scenario is one of the most valuable attachments to the inquiry, as it shows what the technology will need to support during the event.

It does not have to be the final minute-by-minute script.

At the RFQ stage, often just the order of the main elements is enough:

• opening,
• host,
• presentation,
• panel,
• film,
• break,
• gala,
• concert,
• DJ.

For the technical company, it matters not only what will happen, but also in what order and at what intervals.

For example, a concert starting an hour after the conference is easier to prepare than a concert starting five minutes after the panel ends on the same stage.

It is also worth providing the schedule:

• crew entry,
• setup,
• rehearsals,
• participants' entry,
• event,
• dismantling.

If the times are still approximate, they should be marked as such.

You can write:

"Load-in planned from 8:00, technical rehearsal around 14:00, participants from 17:00. Working hours."

The company can then include them in the calculation, but knows that the schedule may still change.

How to define the technical scope?

The technical scope is best described functionally, that is, by what the event needs, rather than choosing the devices independently.

You can indicate the need for:

• sound system,
• microphones,
• lighting,
• the stage,
• structure,
• screens,
• presentations,
• cameras,
• recording,
• streaming.

You don't need to write:

"We need 12 line array modules, 8 moving heads, and a 6 × 3 m screen"

unless it comes from a ready-made project.

Better might be:

"We need sound for the entire audience, microphones for the host and six panelists, lighting for the conference and concert parts, and a screen that allows clear display of presentations from across the room."

Then the contractor can choose a solution for the actual space.

If you want one contractor responsible for integrating several systems, it is worth directly indicating that the inquiry concerns comprehensive technical service for the event, not independent equipment rental.

How to convey the artists' requirements?

If bands or other artists are performing during the event, it is best to attach their current technical riders to the RFQ. They can significantly change the scope and price of the execution.

The rider may specify:

• PA,
• FOH,
• the console,
• monitoring,
• IEM,
• microphones,
• RF,
• input list,
• stage plan,
• backline,
• risers,
• power supply.

If the rider is not yet available, it should be noted in the inquiry.

Example:

"The band's concert after the official part. The rider is not yet available and will be provided after signing the contract with the artist."

This allows the company to prepare a quote based on assumptions and indicate that it requires later updates.

It is not worth rewriting the rider into the email and selecting only parts of the items. It is best to attach the entire document.

If the requirements are extensive, their later analysis of the band's technical rider should be part of the production preparation.

How to describe audio, lighting, multimedia, and the stage?

Each main section should be well described separately. This facilitates the performer in designing and later comparing offers.

In the section audio it is worth providing:

• type of program,
• number of speakers,
• panel,
• concert,
• DJ,
• questions from the audience,
• requirements of the artists.

In the section lighting:

• conference part,
• gala,
• concert,
• decorative lighting,
• space branding,
• cameras, if they will be used.

In the section multimedia:

• presentations,
• films,
• screens,
• confidence monitor,
• cameras,
• IMAG,
• streaming.

IMAG means the image from cameras displayed on screens for the audience present.

In the section stage:

• planned dimensions,
• stages,
• risers,
• structures,
• stairs,
• space for backline.

It is not necessary to know all parameters.

However, it is worth clearly stating what is functionally expected from each department.

How to account for transport, assembly, and rehearsals?

The inquiry should specify whether the contractor should also quote for transport, assembly, rehearsals, and disassembly. Otherwise, some companies may include these elements in the price, while others may treat them separately.

It is worth indicating:

• access to the venue,
• planned load-in,
• time for assembly,
• rehearsal hours,
• time for execution,
• expected load-out.

For an event with an artist, it should be noted whether the following is planned:

• line check,
• soundcheck,
• full rehearsal.

For a conference or gala, you may need:

• technical rehearsal,
• rehearsal with the host,
• presentation rehearsal,
• dress rehearsal.

If the venue requires overnight dismantling immediately after the event, this should also be specified.

The difference between a load-out at 11:00 PM and the possibility of a calm dismantling the next day can affect the number of technicians, working hours, and logistics.

How to communicate the venue's limitations?

The venue's limitations should be communicated at the inquiry stage, as they may affect the design and pricing.

The following may be significant:

• maximum access hours,
• no possibility of rigging,
• limited load capacity of points,
• low ceiling height,
• small elevator,
• stairs,
• limited access,
• noise restrictions,
• lack of adequate power supply,
• venue security rules.

It is advisable to attach the technical documentation of the venue, if available.

For an LED screen, the height of the room may be an issue.

For PA – no possibility of rigging.

For a large stage – limited space.

For logistics – a small elevator that cannot accommodate larger elements.

Such information can completely change the way of execution.

The company should know them before preparing the final proposal, not learn about them during load-in.

How to ask for a breakdown of the price?

It is best to request a breakdown of the price by main categories, so that later it can be checked where the differences between the offers come from.

Sample structure:

• audio,
• lighting,
• multimedia,
• stage and structures,
• streaming / video,
• staff,
• transport,
• assembly and disassembly.

This does not mean that every company must calculate everything exactly to the same item. It is important that the level of detail allows understanding the value of individual parts.

You can write in the RFQ:

"Please provide a price with a clear breakdown into audio, lighting, multimedia, stage, staff, transport, and other execution costs."

It is also worth asking for an indication of:

• optional elements,
• unaccounted costs,
• assumptions affecting the price.

This will make it easier to assess later,what the offer from the company executing the event should include and whether it lacks important items.

How to formulate a query so that the offers can be compared?

The most important thing is to send all companies the same scope of data and ask for a response in a similar structure.

You can specify the required format:

1. description of the solution,
2. scope of equipment,
3. staff,
4. transport,
5. assembly,
6. rehearsals,
7. execution,
8. disassembly,
9. exclusions,
10. price.

It is also good to clearly indicate which elements are:

• mandatory,
• optional,
• yet unconfirmed.

For example:

“Please quote streaming as a separate option, not included in the base value.”

Then one company will not include it in the total price, while the other will omit it.

If you allow alternative solutions, it is also worth noting.

You can write:

“We allow other technical solutions if they provide the specified function. Please briefly justify the proposed configuration.”

This gives companies the opportunity to design, but still allows for comparison of results.

What mistakes to avoid?

The most common mistake is sending too short a request and expecting a very precise price. If the contractor has to guess half of the scope, the offer will be based on assumptions.

Other typical mistakes include:

• providing only the number of people,
• lack of a space plan,
• lack of a scenario,
• not sending the rider,
• omitting setup hours,
• unclear responsibility for the stage,
• lack of information about streaming,
• lack of indication of optional elements.

Another problem is excessive system design by the organizer.

If you do not have your own technical design, it is not worth imposing numbers:

• speakers,
• lights,
• subwoofers,
• LED modules.

This can unintentionally limit the contractor's ability to propose a better solution.

The RFQ should primarily state what technical problem needs to be solved and what functions the system must provide.

Ready checklist for the inquiry

Before sending the RFQ, check if it contains the available information from the list below:

• Date of the event
• Location and venue
• Type of event
• Number of participants
• Plan of the room or area
• Dimensions of the space
• Position and dimensions of the stage
• Script / agenda
• Hours of setup
• Hours of rehearsals
• Hours of the event
• Hours of teardown
• Audio scope
• Number of microphones / speakers
• Performance of the band or DJ
• Artist's rider
• Lighting scope
• Multimedia and presentations
• LED screen or projection
• Cameras
• IMAG
• Streaming
• Recording
• Stage and structures
• Power information
• Venue restrictions
• Scope provided by the venue
• Scope provided by the organizer
• Optional elements
• Expected price breakdown

At the end of the inquiry, a short request can be added:

"We kindly ask you to indicate the information that is missing to prepare a reliable estimate, as well as all the assumptions you have accepted."

This is a very useful sentence. It allows the contractor to indicate unknowns instead of quietly making their own assumptions.

If the date, location, scenario, and basic scope are already prepared, such an inquiry can also be sent to Art-Live – technical support for events, in order to prepare a proposal for implementation based on it.

Summary

A good request for quotation for event technology should allow several companies to design based on the same data. The most important are the date, location, nature of the event, number of participants, space layout, scenario, schedule, and the required scope of audio, lighting, multimedia, and stage.

There is no need to select equipment on your own. It is the organizer's task to describe needs and limitations as accurately as possible, and the task of the technical company is to translate them into a solution.

If you want comparable offers, also ask for a similar way to present the price, personnel, transport, assembly, and exclusions. The best RFQs do not impose equipment on the contractor, but limit differences in assumptions, allowing you to compare actual solutions rather than random amounts.

Frequently Asked Questions