Organising a business event: how do you read a quote? Here’s what it includes and what it means
You’ve requested quotes from several venues for a business event. The quotes arrive, you open them one by one, and then you see the figures. Numbers with lots of zeros. You’re taken aback, because surely that other venue was a lot cheaper?
You can feel the pressure: you have a preference, and you feel that one venue is simply a better fit for what you want to achieve. But how do you explain that to your manager when the difference looks so big on paper? You want to be able to justify your choice, but you’re not quite sure where to start.
At InnStyle, we see this every day. We speak to event and office managers who get stuck comparing quotes because different venues take very different approaches to what they do and don’t include in their prices. With 30 years of experience in exclusive business events, we know exactly where the confusion lies and how to clear it up.
In this article, I’m Debby (an account manager at InnStyle, previously at other venues, including event venues), and I’ll take you step by step through what’s included in an event quote, why one quote seems cheaper, how to make a fair comparison , and how to build a strong case for your choice internally.
What’s included in a quote for a business event, and how do you read it?
An event quote is more than a price list. It’s a detailed proposal covering everything that will be arranged for your business event: from the right room layout to the sandwich at lunch, and from the LED screen to the person operating the equipment.
Most quotes are made up of a number of standard cost items. We’ll walk you through them so you know what to look for when assessing event quotes.
Item 1: venue hire
This is the hire of the room(s) you use. At exclusive-use venues, such as a conference centre that opens just for you that day, this is a deliberate choice. You have the venue to yourselves: there are no other companies in the corridors, no shared foyer and no unfamiliar faces at your drinks reception.
At a hotel or multipurpose venue, you often pay less for the room, but you share the venue with other guests that day.
Item 2: technical and audiovisual equipment
Think screens, lighting, sound systems, microphones and the people who operate them all. This is an item that can vary enormously and makes a big difference to the experience of your event.
A venue that hires out equipment individually gives you a screen and a projector. A full-service venue provides a complete technical setup and a technician who is on hand all day. They make sure you never have to worry about a microphone that isn’t working or a presentation that won’t start.
Item 3: catering and refreshments
From coffee on arrival to a generous lunch or a sharing platter with drinks at the end of the day. Catering is often one of the larger items in a quote. Pay close attention here, as some venues charge separately for staff: waiting staff, baristas and kitchen staff. At other venues, such as InnStyle, these are included as standard.
Item 4: staffing and service costs
This is what people often overlook. A business event is not just about the space and the food: it is made possible by staff dedicated to you. An event manager who coordinates the day, someone who welcomes you at the door, a technician who stays on site. At some venues, this is included; at others, it is billed separately or not provided at all.
Item 5: additional costs for a business event
Think activities, entertainment, decorations, external suppliers, set-up costs or other bespoke arrangements. These items can vary significantly from one event to another and are sometimes deliberately underestimated in a quote, only becoming clear later in the process. They are often included as a provisional sum and the actual price depends on your wishes for the event.
Why is one quote so much cheaper?
This is the question we hear most often. And the answer is almost always the same: you are not comparing like for like.
All-inclusive versus separate items: the crucial difference between business event venues
An all-inclusive quote covers everything: venue, technical equipment, catering, staff and service. You know what you are paying and will not face any surprises afterwards. A quote that only lists room hire looks much more attractive on paper, but once you add technical equipment, catering and staff, the picture changes completely.
''It is a bit like booking a flight: the basic fare looks good until you add luggage, a seat and food. You always end up paying more than you first thought.''
What hotels and non-exclusive venues often leave out
At a hotel, the meeting room is often competitively priced. But think carefully about what is not included:
- There is no dedicated event manager for your day
- The technical equipment is basic: a fixed projector, a screen and an HDMI cable
- The staff also attend to other guests
- Catering is shared, not tailored to your schedule
That is not a criticism of hotels, as it is simply a different concept. But it does mean you are comparing apples with oranges when you put that hotel quote alongside one from an exclusive event venue.
Hidden costs that can catch you out after a business event
Check the following points in every quote:
- Are staffing costs included or charged separately?
- Is the technician on site all day, or only during set-up?
- Are parking costs included?
- Are there minimum spend requirements?
- Are activities billed separately?
Small items can soon add up. And if you only discover them when the invoice arrives, it is too late. We would rather help you avoid this.
How to compare quotes fairly
A fair comparison is based not on the total price, but on the whole picture. Ask yourself the same questions for each quote.
The checklist: what should you ask about for each business event?
Go through the following points for every quote you receive:
Venue and exclusive use
Technical equipment
Catering
Service and support
Practical matters
Put all the answers side by side. Only then will you see what you are really comparing.
We previously wrote about common mistakes when requesting a quote for a business event. Once you have all these points clearly set out too, you can be sure you will ask the venues the right questions.
What does InnStyle include in the price?
To give you a clear picture of how we put our proposal together: at InnStyle, we always work on an all-inclusive basis. That means you will not encounter any hidden costs afterwards.
What is included as standard:
- Exclusive use of the venue - on the day of your event, the reserved space is yours alone
- A complete technical setup with a dedicated technician throughout the day
- Catering including staffing costs - from arrival to close
- A dedicated event manager who oversees the day from start to finish
- Free parking spaces for all your guests
- Our own activities which we organise ourselves - from hitting golf balls during drinks to a canoe race
This means our proposal may appear more expensive at first glance. But when you add up all the separate items at other venues (technical equipment, staffing, catering, parking), you will see that the difference is much smaller than you thought. And sometimes it disappears altogether.
How to discuss your choice internally with your manager
You have compared the quotes and have a clear preference for a venue that is perfect for your event. Now you need to explain it to your manager or management team. How do you do that without it sounding like ''I just like this venue more'' and without focusing solely on price?
How do you build a convincing case?
Use the comparison you have made as your foundation. Start with the actual total cost, not the headline price. Explain which items you have included and which were not included at the other venue.
Explain what is at stake too: an event that does not go well is not just expensive, but also a missed opportunity. If the technology fails, the catering disappoints or nobody knows who is responsible on the day, it affects how people remember your event. And that is a waste of money.
''A good venue is not a luxury. It is the foundation that allows the content of your business event to make an impact.''
Which arguments work best when justifying your choice?
Be specific and visual. Bring your manager along for a venue visit if possible. People who have seen InnStyle for themselves immediately understand what we mean by the atmosphere, the setting and the possibilities. That makes the choice tangible and easier to justify. Of course, the same applies to other venues: when you are there in person, you get a much better feel for what the venue can offer your event.
Still unsure? Feel free to call. We are happy to help you think through how to explain your event plan internally.
The price on paper is not the price you pay
You do not read an event quote with your eyes fixed on the final price. You read it by understanding every item, comparing what is and is not included, and looking at the full picture side by side. Only then can you make a fair comparison, and only then can you make a choice you can justify.
The problem many event and office managers face is not that they make the wrong choice. It is that they cannot objectively explain the right choice to the person spending the money. The approach in this article gives you the tools to do just that.
At InnStyle, we have been helping event and office managers organise events that truly make an impact for 30 years. We know the questions you ask, the doubts you have and the pressure you feel when dealing with your manager.
Would you like more tips on organising a business event? From requesting a quote to choosing the right venue: you can find all our articles on our blog page.
Would you like to know what an InnStyle proposal looks like and exactly what you get for that amount? Book a venue visit or send us an enquiry. We are happy to explore the options with you.
