Event Quote Comparison — Excel Template & Worked Examples
Check that suppliers have quoted the same work, quantities and operating hours. Request prices for missing items, then separate amounts you can compare from those still awaiting a reply.
A comparison showing why a supplier is recommended and which items need a revised quote.
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 24 Oct 2026
- Use this for
- Keep each original quote and check its lines against the common brief. Compare prices, quantities, tax, transport and operating work separately.
When to use it
Keep each original quote and check its lines against the common brief. Compare prices, quantities, tax, transport and operating work separately.
All example amounts are fictional prices before VAT, not market rates. Comparable totals do not replace contract approval or a selection decision.
Start with the guide: Event quote comparison: match scope, staffing and extra costsFill in the template step by step
When to use it
Use after receiving initial supplier quotes and before requesting purchase approval.
What to have ready
- Common request sent to all suppliers
- Original quotes and revisions
- Operating hours, quantities and delivery conditions
- Internal purchasing approval rules
Match IDs for the same work before comparing whole-event totals.
Mark missing tax, delivery, crew, backup and overtime conditions.
Ask suppliers to requote excluded work on the same terms. Keep the version they return.
Compare only amounts with matching conditions. Tell the approver what remains unanswered and why you recommend a supplier.
Worked example
Fictional example, not an actual event or supplier record
Eight columns · scroll horizontally to view the complete worked example.
| Supplier and item ID | Conditions requested from everyone | Equipment and work quoted | Amount and pricing unit | Included, excluded or awaiting reply | Original quote and version | Different conditions or reason to pause | Person to confirm, deadline and reply |
|---|---|---|---|---|---|---|---|
| A·AV01 | Display, delivery, install, six-hour operation, strike / RFQ04 | All requested work and a backup player included | KRW 4,800,000 / package / before VAT | No additional cost awaiting confirmation; operation ends 18:00 | A-Q03-v2 / 2026-11-05 10:00 | KRW 4,800,000 for the common scope; ready to compare | Purchasing lead Jeong checked the scope at 2026-11-05 17:00 |
| B·AV01 | Same conditions as RFQ04 | Display KRW 3,900,000; delivery and operator excluded | KRW 3,900,000 / package / before VAT | Awaiting confirmation of delivery KRW 350,000 and operator KRW 600,000 | B-Q08-v1 / 2026-11-05 11:00 | Do not rank on KRW 3,900,000 alone; request prices for both excluded items | Purchasing lead Jeong requested a reply at 2026-11-05 17:00 |
| B·AV01-R1 | Requested a revised quote including delivery, six-hour operation and backup | Display 3,900,000 + delivery 350,000 + operator 600,000 | KRW 4,850,000 / common scope / before VAT | Backup confirmed; operation after 18:00 remains extra | B-Q08-v2 / 2026-11-06 09:30 | KRW 50,000 above A; recommend A provided the same scope passes acceptance tests | Jeong submitted COMP-v2 at 2026-11-06 10:00; order approval still required |
How missing costs changed the lowest quote
This additional fictional comparison uses a separate event scope and amounts from the record above.
Fictional figures for explanation only, not actual market rates, supplier quotes or delivered results. VAT at 10% is a calculation assumption; verify actual tax treatment separately.
A fictional one-day indoor event: setup 18:00–21:00 the previous day; rehearsal 09:00–10:00, show 10:00–18:00 and removal 18:00–20:00 on event day. Both suppliers were asked for the same equipment, two operators 08:00–20:00, return transport and removal.
| Component | Supplier A | Supplier B: initial | Supplier B: revised | Scope difference |
|---|---|---|---|---|
| Equipment and setup | ₩5,800,000 | ₩5,600,000 | ₩5,600,000 | Both quote the same equipment list and setup conditions |
| Operators | ₩1,200,000 | ₩1,000,000 | ₩1,200,000 | B initially: one person 09:00–18:00 → revised: two people 08:00–20:00 |
| Return transport | ₩500,000 | Not quoted | ₩700,000 | B initially left this for negotiation → fictional reply confirms KRW 700,000 |
| Removal | ₩500,000 | Not quoted | ₩800,000 | B initially excluded this → fictional reply confirms KRW 800,000 |
| Subtotal excluding VAT | ₩8,000,000 | ₩6,600,000 (incomplete) | ₩8,300,000 | Initial B omits unquoted costs. |
| Total including illustrative VAT | ₩8,800,000 | Comparison on hold | ₩9,130,000 | VAT assumption: 10% |
Costs held out of the comparison
B left transport and removal out of the first quote and allowed different staffing hours. The buyer therefore paused the price ranking, left missing amounts blank instead of entering zero, and requested quotes on the same terms.
Request a revised quotation
Illustrative revised-quote request
Please send a revised quote against common request v1.1, including two operators 08:00–20:00, return transport and removal 18:00–20:00 on event day. Show the supply value, VAT and exclusions for each item. Please also state the unit used to charge for extra time. The assumed reply deadline is 15:00 on D−10.
Conditional extra costs
Do not add work beyond the agreed hours to the base price. This example assumes a separate quote of KRW 100,000 per hour excluding VAT for the two-person team, for up to two hours. The authorised approver must approve the extra work before it starts. It remains outside the base selection amount.
Reason for the final selection
In this example, the buyer selects A after both suppliers quote the same equipment, staffing, hours, transport and removal. A quotes KRW 8,000,000 before tax and B quotes KRW 8,300,000: A is KRW 300,000 lower. This illustrates a choice between fictional prices for the same work, not the quality or reliability of real suppliers.
Record the agreed scope
The selected scope is common request v1.1 and A quote v0.2. Copy the equipment list, two operators 08:00–20:00, setup/removal times, return transport and overtime approval conditions into the purchase order. Do not mark the order complete before approval.
Download English completed exampleBlank template preview
This preview shows a few rows. The downloaded file contains 24 prepared rows.
Eight columns · scroll horizontally to view the complete blank worksheet.
| Supplier and item ID | Conditions requested from everyone | Equipment and work quoted | Amount and pricing unit | Included, excluded or awaiting reply | Original quote and version | Different conditions or reason to pause | Person to confirm, deadline and reply |
|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
Sources used to develop this template
EVENTODIT created this template using the working methods described in the public sources below. It is not an official form and has not been reviewed or approved by those organisations.
- UK Cabinet Office · Assessing Competitive Tenders
Adapted evidence records against consistent, published criteria. UK procurement procedures are not represented as Korean law or scoring rules.
- Microsoft Support · SUMIFS function
Adapted numeric data and conditional totals, keeping confirmed costs, held costs and superseded records separate.