Start with the same scope
Before comparing totals, confirm that every quote covers the same items, the same rental period and the same event date. A quote for a four-hour rental is not the same as a six-hour rental, even when the line items look identical. Write out what you asked each supplier and check that their quote answers the same brief.
Read the quoted total and tax basis as supplied
Record the currency, quoted total and stated tax basis exactly as written. If any element is unclear, ask the supplier to confirm the full figure in writing before comparing it. Do not insert an assumed tax or handling charge.
Delivery, setup and collection
Some quotes include delivery and collection; others show them as separate line items or do not mention them at all. Check whether setup labour and teardown are covered. If a quote says "delivery and collection quoted separately", that line is not zero; it is unstated. Ask for the combined figure before making a comparison on total cost.
Staffing and operation
For each item, check whether an operator or attendant is included. A claw machine or carnival game may need someone to manage prizes and restock. A food station may need a crew member. If the quote does not mention staffing, ask; silence is not the same as included.
Prizes, consumables and servings
Food station quotes should state the number of servings or the service window. Game and prize machine quotes should state whether prizes are included, how many, and whether restocking during the event is covered. Compare like for like: 200 servings of popcorn is not the same scope as "popcorn station for 4 hours".
Artwork, branding and custom elements
If your event needs a printed backdrop, panel or sign, check whether design and printing are included or separately priced. Record any revision limits and approval requirements actually stated, and ask about anything missing.
Venue access and logistics requirements
Compare what each supplier asks you to provide: power points, tables, covered setup area, loading bay access, lift dimensions. If one quote assumes ground-floor access and your venue is on the third floor with stairs, the quote may change. Make sure every supplier is quoting for the actual venue conditions you described.
Written change, weather and cancellation conditions
Record each supplier’s written conditions for date changes, weather, cancellation and shortened events. Ask for important promises to be confirmed in writing, and keep unresolved points visible in the comparison.
"Not stated" is different from "not included"
An unanswered field is not zero, free, included or excluded. Ask for clarification and record the answer. Keep unresolved entries marked “Not stated”; use “not applicable” only when the situation is confirmed.
Put the quotes side by side
Use a simple table or worksheet with one column per supplier and one row per line item. Include the rows above: item scope, rental period, GST treatment, delivery, staffing, consumables, artwork, venue assumptions and conditions. When every row has a written answer, the comparison speaks for itself.
Three-supplier quote comparison
Record each supplier’s written answer. A blank field prints as “Not stated”; it does not mean free, included or excluded. These fields stay in this page and are not sent by this worksheet.
| What to compare | Supplier 1 | Supplier 2 | Supplier 3 |
|---|---|---|---|
| Supplier and quote reference | |||
| Selected items and quantities | |||
| Rental date and operating period | |||
| Quoted total | |||
| Stated tax basis | |||
| Delivery | |||
| Setup | |||
| Collection | |||
| On-site staffing | |||
| Prizes, consumables and servings | |||
| Artwork and branding | |||
| Venue and access assumptions | |||
| Written change and postponement terms | |||
| Written weather and cancellation conditions |
Once you have filled in the worksheet, the numbers and written conditions do the comparison for you. The lowest total is not always the most complete quote.
Frequently asked questions
Compare the same items, rental period, delivery, staffing, consumables, artwork and written conditions. The lowest listed total alone does not establish which quote covers your complete event requirements.
Ask the supplier to confirm the full figure and what it covers in writing. Record the answer as supplied, and leave unresolved charges marked Not stated rather than treating them as zero.
Ask the supplier to confirm delivery and collection scope and cost in writing. A missing line is not proof of a free inclusion. Record each supplier’s answer in the same row of your comparison.