Compare AV hire quotes against one presentation brief
A screen, projector or audio-package heading is not a complete description of an AV booking. Use one content, room and programme brief to compare what each written offer agrees to provide. Keep the venue-equipment and responsibility register as the baseline for the comparison.
Printable worksheet. Use your browser’s Print command to keep a blank copy, then complete the writing spaces with your actual booking references. This page does not collect or send information.
Define the brief each quotation answers
Reference the current room plan, programme, content/source matrix and responsibility register. Note which version the supplier reviewed. A later presenter, extra room or changed file can alter the request, so an offer answering the earlier version must remain visibly different until the provider reviews it. This worksheet compares commercial scope; it does not select equipment or certify compatibility.
- Event / room reference
- Content and programme versions
- Room-plan / responsibility-register versions
- Quotation A reference / date
- Quotation B reference / date
Compare functions and written provision
Write the requested function beside the provider’s actual offer. Copy equipment descriptions and qualifications as written. Keep interface or checking questions open until the relevant provider answers them. Use “not stated” for silence and reserve “excluded” for an explicit exclusion. A headline price should not fill the gaps.
| Scope / requested function | Quotation A: written answer | Quotation B: written answer | Question / owner |
|---|---|---|---|
| Brief versions and rooms reviewed | |||
| Quoted display / projection / sound description | |||
| Presenter content / source responsibility | |||
| Interfaces or compatibility questions retained | |||
| Setup / delivery / collection dates and scope | |||
| Operator or other assistance expressly included | |||
| Representative check / rehearsal opportunity | |||
| Electricity: stated responsibility / question | |||
| Wi-Fi, where relevant: separate responsibility | |||
| Options, exclusions and price as written |
Ask about the request rather than guessing a specification
If a requested presentation function is absent, ask the provider how its proposal addresses it. If an offer names assistance without explaining the period covered, ask what the booking includes. Do not infer an adapter, screen size, projector output, internet service or specialist support from a package name.
A useful clarification is: “For [brief versions, rooms and dates], please confirm how the quoted arrangement covers [requested function], which provider owns [unanswered responsibility], and whether [requested assistance or checking opportunity] is included, optional or excluded.” Retain the actual reply with the matching quotation.
Keep the accepted scope current
Store the accepted offer, clarifications and current responsibility register together. Ask for review when content, rooms or operating periods change. For a hypothetical comparison, one offer may state a checking opportunity while another leaves it unanswered; that is a question to resolve, not proof that either arrangement will support every file or device.
The worksheet makes no best-value or compatibility verdict. It does not imply captioning, hearing-loop, interpreting, streaming or other specialist provision, and it keeps electricity separate from any applicable connection arrangement.
- Accepted quotation / clarification references
- Current brief and responsibility versions
- Outstanding item and responsible role
- Comparison date / version