Vendor Comparison Worksheet: Ask the Same Eight Questions
Quotes are not comparable unless the questions were identical. Send this list verbatim to every candidate, in writing, and paste the replies into one sheet.
The eight questions
- What is the landed total for our date and guest count, including all taxes, service charges and gratuities?
- What exactly is included in that number, itemized?
- What is the deposit schedule and when is the final balance due?
- What is the cancellation and reschedule policy, in writing?
- What is the overtime rate, and when does the clock start?
- How many staff/crew are on site, and are vendor meals included?
- What are the load-in and load-out windows?
- Who is our day-of contact, and what is the backup plan if they are unavailable?
Score on five axes, not on price alone
| Axis | Weight | What a bad answer looks like |
|---|---|---|
| Landed total fit | 30% | Quoted subtotal only; extras revealed later |
| Contract clarity | 25% | Verbal assurances, no written cancellation terms |
| Relevant experience | 20% | No work at your venue type or guest size |
| Communication | 15% | Slow or inconsistent replies during the sales phase |
| Contingency | 10% | No named backup for illness or equipment failure |
Score each 1–5, multiply by the weight, and sort by the result. Then look at the price column again. A cheap vendor with a 2 on contract clarity is usually not cheap.
Red flags in the reply itself
Refusing to itemize · "we'll figure out gratuity later" · no written cancellation clause · pressure to sign before you have three quotes · a contract whose name differs from the business you contacted.
Contract lines to read twice
- Force majeure — what counts, and whether payments are refundable or only reschedulable.
- Scope — exact hours, deliverables, and revision counts for photography/video.
- Substitution — whether the person you met is the person who shows up.
- Price escalation — clauses allowing menu or rental price changes before the date.
Pair this with the budget worksheet so landed totals flow straight into your variance column. The $17 kit includes a scored spreadsheet with the five weights pre-built.