Venue comparison, provisional booking and contract terms
Compare candidates on the same hours and inclusions and record unknown costs, booking expiry and contract terms.
A venue comparison showing price scope, reservation deadlines, selection reasons and follow-up
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 31 Oct 2026
- Use this for
- Use after venue enquiries and visits and before selection and contracting.
When to use it
Use after venue enquiries and visits and before selection and contracting.
A base fee is not a complete cost comparison. Verify each venue’s provisional-booking, expiry and deposit terms in writing.
Start with the guide: Compare event venues using the same hours and cost conditionsFill in the template step by step
When to use it
After sending identical requirements and when comparing venue replies and visits.
What to have ready
- Required areas and full setup, rehearsal, show and load-out hours
- Each venue’s quote, inclusions and provisional-booking reply
- Contract, cancellation/change/return rules and site-visit evidence
Send the same people, areas and hours to every venue and identify differences in replies.
Check fee periods, units, tax and extras; retain unknown costs and follow-up.
Verify provisional expiry, confirmation, deposits, cancellation and restoration against documents.
Compare purpose, access and work conditions as well as price and hand over the selection or hold reasons.
Worked example
Fictional example, not an actual event or supplier record
Eight columns · scroll horizontally to view the complete worked example.
| Candidate ID, respondent and time | Common areas and setup/show/load-out hours | Layout, access and technical evidence | Base hire fee (KRW) | Other fees, units, tax and unknowns | Provisional expiry, confirmation and deposit | Change, cancellation and return/restoration evidence | Select/hold reasons, owner and deadline |
|---|---|---|---|---|---|---|---|
| VEN-A / V01 / 11-04 10:00 | Room A / requested setup 08:00, show 13:00–17:00, load-out completed by 19:00 | Plan A1 received; actual access and loading visit pending | 1,000,000 | Fictional QA1: ten-hour base incl. tax / requested window is 11 hours; extra hour, cleaning and internet charges unconfirmed | Fictional expiry 11-07 12:00 / signature and deposit terms pending | Cancellation C-A requested; restoration scope unknown | Hold / P01 confirms extra-hour terms, fees and rules by 11-05 17:00 |
| VEN-B / V02 / 11-04 11:00 | Room B / reply permits 10:00–18:00 only, unlike requested 08:00–19:00 | Sightline visit B1; early access and step-free route need checking | 850,000 | Fictional QB1: eight hours before tax / overtime unknown; not comparable with A’s total | Fictional expiry 11-06 17:00 / enquire about extension before expiry | Contract lead checking refund and cancellation calculation dates | Hours differ / P01 requests like-for-like quote by 11-05 |
| VEN-C / V03 / 11-04 14:00 | Space C / setup, show and load-out availability unanswered | General maximum only / actual layout L1 not confirmed | — | Base, power, cleaning, security and tax unknown / blank is not zero | Provisional booking availability unknown | Contract and venue rules not received | Researching candidate / P02 requests terms by 11-05 12:00 |
Blank 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.
| Candidate ID, respondent and time | Common areas and setup/show/load-out hours | Layout, access and technical evidence | Base hire fee (KRW) | Other fees, units, tax and unknowns | Provisional expiry, confirmation and deposit | Change, cancellation and return/restoration evidence | Select/hold reasons, owner and deadline |
|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
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.
- Kimdaejung Convention Center · Exhibition hall rental procedure · Application, rental calculation and payment guidance for this venue in Gwangju
The record applies like-for-like comparison of venue hours and included services and separate checks of booking and contract terms.
- Seoul City Parks · Temporary venue use · Operating, installation and restoration review for the relevant parks
The record applies like-for-like comparison of venue hours and included services and separate checks of booking and contract terms.