Compare venue quotes
Bring every quote onto the same headcount and duration before comparing it. A per-person rate, an hourly room rate and a flat booking price are different charging models; their minimums and extras matter as much as the headline figure.
How to use it
- Enter one confirmed quote per row.
- Use the same date, attendance and duration when checking totals, and note deposits and unanswered questions.
Worksheet preview
| Option | Date/time | Guests | Charge basis | Quoted HKD | Minimum time/spend | Extras | Refundable deposit | Questions |
|---|---|---|---|---|---|---|---|---|
| Quote A | ||||||||
| Quote B | ||||||||
| Quote C |
Open the CSV in Excel, Numbers or Google Sheets. Save a copy before editing.
Make the charging basis explicit
Record whether each charge is per person, per room or for a whole session. Add minimum duration, any headcount conditions and included equipment. Ask about unclear terms rather than filling them with assumptions.
Compare the cost of the same event
Include necessary cleaning, overtime and equipment fees in the event cost. Record refundable deposits separately. Quotes for different days, time slots or group sizes need clarification before they can be compared fairly.
Calculate a comparable venue cost
Continue planning
- A gathering budget worksheet
Separate event spending from refundable deposits, then record the amounts you need to pay.
- Check venue equipment on arrival
Check agreed equipment and record issues before the activity begins.