Comparing venue quotes on the same basis

A lower headline price can describe a different event. Give each venue the same dates, overnight numbers, room needs, catering assumptions and access times. Put setup and departure requirements in the brief. Ask whether quoted amounts include applicable taxes and which services are optional. Comparing like with like starts before the quotes arrive.

Use columns for accommodation, meeting spaces, meals, equipment, staffing, cleaning and extra access time. Mark each item included, excluded or unconfirmed rather than estimating silently. Add payment dates and cancellation terms to your review, then ask questions before committing. The table is a decision aid, not a reason to choose the smallest total regardless of fit. A missing room or unsuitable timetable can cost more than a modest difference in hire price.

For the wider context, read our planning guide. If you are working through the next practical detail, matching bedrooms to your event’s working spaces follows naturally from this.

You can also explore discuss your venue enquiry. Bring the details of your group or stay to the conversation so we can discuss what fits, rather than assuming every arrangement is included.