What is included in the quote?
Compare scope rather than the bottom-line figure alone. Ask whether delivery, collection, setup, testing, cabling, stands, adaptors and on-site operation are included. Confirm the hours covered and what happens if the running order changes.
A clear quote should make the division of responsibility obvious: what the venue supplies, what the AV team supplies and what the organiser must provide before arrival.
Who is responsible on the day?
For managed events, establish who will lead the technical setup and who the event organiser should contact. Ask whether the same team prepares the equipment, installs it and operates it, and how handovers are managed where different crew are involved.
- Named technical contact
- Arrival and setup window
- Rehearsal or sound-check time
- Event operating hours
- Breakdown and collection plan
How has the system been specified?
A supplier should be able to explain why the proposed PA, microphones, screens or lighting suit the venue and audience. Useful inputs include room dimensions, seating layout, ambient light, content format, stage position and venue restrictions.
If important details are unknown, say so. It is better to identify assumptions in the quote than discover them during setup.
What does the venue require?
Ask about loading access, parking, stairs or lifts, power, rigging restrictions, noise limits and finish times. Hotels and conference venues may have short room-turnaround windows or other events using adjacent spaces. Sharing the venue contact early gives the technical team a chance to resolve these details.