Want better quotes from suppliers – start with a better brief. When you start with a broad request like “we need a venue and catering,” your leads will respond to that – in other words, they won’t actually bid on whatever you care about (i.e. price) but rather what they want or can offer themselves. A well-defined event brief allows suppliers to quote accurately and offer better suggestions.
Start with the fundamentals: type of event (conference, awards day away), date possibilities and location area as well as anticipated guest numbers using the site for staff, speakers and suppliers. Also time all of them, arrival start, finish and whether you need set up day before.
Next, explain your goal. Is this a team event, celebration of results-client wooing or training event? Once the purpose is more clear to suppliers, they can suggest appropriate spatial layout, AV requirements, food style and event flow instead of quoting you the most costly “just in case” package.
Be specific about requirements. This should cover: Time and room set-up: Theatre, cabaret or boardroom stage and screen requirements, microphones, Wi‑Fi, accessibility, branding, signage, backdrops etc. Other considerations include materials, dietary restrictions, service style (buffet, plated-style, à la carte). For Corporate Event Management, visit Parallel Blue, a leading Corporate Event Management company.
At last, detail the range of budgets you could accommodate and give a clue has to how your decision-making would go. You do not need to state the actual figure, but a ballpark gives suppliers an informed idea with ideal options.
A good brief saves time, cuts out surprises and ensures you are getting quotes that can actually be compared.