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How to request effective quotes from artists and professionals
To request effective quotes from artists and professionals, you need to provide the information that enables them to put together a useful proposal. A generic question such as “How much do you charge?” rarely yields comparable answers. Every event is different in terms of date, venue, duration, audience, space and objectives.
The clearer your request is, the easier it will be to receive suitable proposals, avoid extra charges and compare similar services.
The quote depends on the quality of the enquiry
An artist cannot provide an accurate quote without knowing where they will be working, for how many people, for how long and under what technical conditions. A photographer needs to know the times and deadlines; a catering service needs to understand the venue and equipment requirements; an entertainer needs to know the ages and number of children.
Writing better does not mean knowing the supplier’s trade. It means giving a realistic picture.
Essential details: date, venue, time, audience
Always include the date, town or venue, approximate times, number of guests and type of event. If the venue hasn’t been confirmed, at least mention the area.
Please also specify the parts of the event to be covered: the ceremony, drinks reception, dinner, party, speeches, children, photos, video, and the stage. The quote varies significantly depending on the actual duration.
Budget, style and expectations
If you have a budget, letting the service provider know will help you receive sensible proposals. It doesn’t oblige the service provider to accept it, but it does prevent offers that are way out of line.
Please describe the style you are looking for using specific examples: elegant, informal, energetic, understated, international, family-friendly, corporate. Vague terms lead to vague quotes.
Photos, videos, set list and technical requirements
If you have any photos of the venue, a provisional programme or technical details, please share them. For outdoor events, please provide information on contingency plans in the event of bad weather, power supply, access points and volume limits.
For photos and videos, please specify your requirements. For music and entertainment, please indicate the repertoire, key moments and any venue restrictions.
How to compare different answers
Don’t just look at the total. Compare the duration, the people involved, the materials included, travel, support, extras, delivery times and terms and conditions. A higher quote may include items that are excluded elsewhere.
If two quotes are not comparable, ask for clarification before making your choice.
If you don’t know all the details yet, just say so. An honest enquiry might state “venue to be confirmed between Como and Varese” or “dinner time still to be confirmed”. The professional will then be able to give you a provisional estimate and explain what information is needed to finalise the price.
Instead, avoid asking questions that are too specific when you haven’t really made up your mind yet. Asking for “just a quote” without providing details of the event, the audience and your expectations often leads to generic replies, which are therefore less helpful when it comes to making a choice.
For technical services, please provide details of the venue and any existing equipment. For performers, please specify whether you require background music, a show or a party. For photographers and videographers, please state what is to be delivered. Each category has its own specific questions.
If you’ve already received a quote, don’t just use it to “drive down” other suppliers’ prices. Use it to work out which items are missing or unclear. A serious negotiation is based on comparability, not on pressure.
When you write to several professionals, stick to the same brief. If you provide different information, you’ll receive different quotes and it will be difficult to compare them.
Useful information that should almost always be included:
- date and time slot;
- town, location or area;
- approximate number of people;
- type of audience;
- times to cover;
- indicative budget, if available;
- technical or organisational constraints that are already known.
There’s no need to write a perfect document. You just need to provide enough context so that the professional doesn’t have to guess.
A comprehensive enquiry also helps you to gauge whether a professional is unsuitable. A response that omits important information, changes the subject or fails to clarify exclusions is a red flag. The way a supplier responds to the brief often gives an indication of how they will manage the event.
An effective request template
A good message can be simple: “Corporate event on 12 October in Lugano, around 120 guests, drinks reception and awards ceremony; we’re looking for unobtrusive live music and a microphone for speeches, from 6 pm to 10 pm; venue’s sound system to be confirmed”.
On Lyrium, you can use the guided search to send clearer requests to suitable artists and professionals. A clear request saves everyone time.