# Venue package vs. itemized quote — comparison worksheet

Copy this file for one event and one pair of written venue offers. Keep the original proposals and clarification emails next to your copy. Blank means **unknown**, not free or included. This is a planning aid, not a booking agreement or tax calculation.

## 1. One event specification

| Field | Agreed requirement |
| --- | --- |
| Event / edition ID |  |
| Date and local time zone |  |
| Programme, doors, setup, removal windows |  |
| Low / expected / high participant counts |  |
| Staff, speakers, guests and overnight participants |  |
| Main room layout and usable capacity |  |
| Breakout rooms and simultaneous sessions |  |
| Access and arrival requirements |  |
| Food and service requirements |  |
| AV, internet and technician requirements |  |
| Quote version / expiry / contact |  |

## 2. Same-scope inclusion matrix

For each venue write **Included, Separately priced, Conditional, Excluded or Unconfirmed**. Record the exact quotation line or clarification. Price essential gaps; leave uncertain gaps open.

| Required item and quantity | Package status / evidence | Itemized status / evidence | Required addition or open question | Owner |
| --- | --- | --- | --- | --- |
| Main room, layout and hours |  |  |  |  |
| Breakout rooms and hours |  |  |  |  |
| Pre-event test and setup access |  |  |  |  |
| Lunch, breaks and dietary service |  |  |  |  |
| Main room AV and operator |  |  |  |  |
| Breakout AV and operator |  |  |  |  |
| Internet, support and production connection |  |  |  |  |
| Cleaning, resets and removal |  |  |  |  |
| Parking, transport and other essentials |  |  |  |  |
| Overnight rooms, if needed |  |  |  |  |

## 3. Billing rules from the written offers

| Question | Package | Itemized |
| --- | --- | --- |
| Rate and currency |  |  |
| Minimum billable participants |  |  |
| Final attendance guarantee and change deadline |  |  |
| Fixed room, production or service charges |  |  |
| Per-person charges and which people count |  |  |
| Mandatory additions and exclusions |  |  |
| Fees, tax basis and quoted final total |  |  |
| Deposit and payment dates |  |  |
| Change, cancellation and overtime reference |  |  |

Do not apply a universal tax or service-charge percentage. Ask each venue for a **dated total** for the actual programme and each realistic attendance level. If a condition is unclear, record the question instead of guessing.

## 4. Scenario comparison

Use the agreed billable count for each scenario. A simple starting model is `package rate × max(forecast count, written minimum)` versus `fixed charges + per-person charges × applicable billable count`; then add required extras, fees and taxes **as specified in that quote**. For a multi-day event, repeat by day where the rules differ.

| Scenario | Forecast people | Package billable people | Package final quoted total | Itemized billable people | Itemized final quoted total | Scope gaps or assumptions |
| --- | ---: | ---: | ---: | ---: | ---: | --- |
| Low |  |  |  |  |  |  |
| Expected |  |  |  |  |  |  |
| High |  |  |  |  |  |  |
| Added breakout / longer access |  |  |  |  |  |  |

**Fictional arithmetic illustration only:** A 90-per-person package with a 45-person minimum costs 4,050 at 30 or 45 participants and 5,400 at 60. An otherwise equivalent offer with 2,400 fixed plus 35 per participant costs 3,450, 3,975 and 4,500 respectively. These numbers are not market prices or tax guidance. A real comparison must use current written terms and equivalent services.

## 5. Clarifications and decision

| Question / missing evidence | Sent to | Sent on | Written answer / quote revision | Reviewer | Closed? |
| --- | --- | --- | --- | --- | --- |
|  |  |  |  |  |  |

- Selected venue and offer version:
- Why this scope fits the programme and access requirements:
- Low / expected / high cost exposure:
- Open commercial, operational or specialist review:
- Decision owner and approval date:
- Public venue facts to update after confirmation:

Keep private commercial terms out of public event pages. Publish only the confirmed location, arrival and attendee information needed for the event.