# Event supplier request for quotation

Copy this document for one service category (for example staging, catering or equipment rental). Replace every `[field]` before sending. Remove lines that do not apply. This is a request for prices and scope, not an award or contract.

## 1. Organizer and response details

- Organizer / legal contracting entity: [name]
- Event and venue: [event name, venue name and full delivery address]
- Event date and guest/crew estimate: [date, numbers]
- RFQ contact: [name, email, phone]
- RFQ issued: [date and time zone]
- Questions due: [date and time zone]
- Quote due: [date, time zone and email or portal]
- Expected decision date: [date; estimate only]
- Required quote validity: [date through which pricing remains valid]
- Clarification method: [how answers will be shared equally with invited suppliers]

## 2. Service and site brief

Describe the outcome required, not just a product label: [specific deliverable and acceptance criteria].

- Site access and restrictions: [loading point, vehicle access, lift, power/water/internet, noise or venue rules; mark anything still unconfirmed]
- Load-in window: [date/time and responsible site contact]
- Ready-for-use deadline: [date/time]
- Event operating hours and on-site support: [date/time, coverage and response contact]
- Strike/load-out window: [date/time and site handover condition]
- Other teams this supplier must coordinate with: [names/roles and exact handoffs]
- Required safety, access or insurance documentation: [only requirements actually confirmed by venue/organizer; due date]

## 3. Requested line items

Add a row for each distinct unit or service period. Keep quantities and units identical across suppliers.

| ID | Item or service and specification | Quantity | Unit | Service dates/hours | Supplier unit price | Supplier line total | Included? / deviation |
| --- | --- | ---: | --- | --- | ---: | ---: | --- |
| 1 | [exact item, capacity, dimensions or performance] | [ ] | [each/day/hour] | [ ] | [ ] | [ ] | [ ] |
| 2 | [setup, operator or delivery if separate] | [ ] | [each/day/hour] | [ ] | [ ] | [ ] | [ ] |
| 3 | [backup or optional item, explicitly optional] | [ ] | [each/day/hour] | [ ] | [ ] | [ ] | [ ] |

## 4. Supplier response schedule

Please return the line-item table above and state:

- Currency, price subtotal, tax basis/amount and total payable: [supplier to complete]
- Delivery, setup, labor, overtime, consumables, equipment, return and disposal: [included, priced separately or excluded for each]
- Optional items and alternates: [separate from the base total with impact on scope]
- Assumptions and deviations from sections 2–3: [explicit list; do not silently substitute]
- Crew size, roles and supervisor contact: [supplier to complete]
- Venue or organizer inputs needed (power, access, permits, storage, meals, security): [supplier to complete]
- Deposit, milestones, balance due and accepted payment method: [supplier to complete]
- Cancellation, postponement and change-order terms: [attach applicable terms]
- Quote validity and availability hold, if any: [supplier to complete]
- Evidence of relevant experience and requested documents: [supplier to attach]

## 5. Review and next step

The organizer may ask clarification questions and compare complete scope, exclusions, responsibilities and total cost. Do not begin work or incur expense based on this RFQ. Work starts only under a separately accepted order or agreement signed by authorized parties.