When a Quote Is Too Low
A production quote far below the others is only a saving once you know what it leaves out, who it underpays and who carries the risk.
A production quote far below the others may leave out costs that come back later. This guide shows where a low AV bid often moves money, from the venue's house fees to the show-day technician, spares, insurance and crew pay. It ends with a line-by-line sheet and a set of questions that put competing quotes on the same basis.
To compare AV quotes fairly, first find out what the lowest one leaves out. A quote far below the others is a saving only if it covers the same show. Low bids often move costs to the venue's house fees, cut technicians, skip spares or underpay crew. This guide gives you a line-by-line sheet that puts competing quotes on the same basis.
The race to the bottom
When an AV quote comes in high, the usual move is to look for a cheaper bid. Cutting a high AV quote covers how to bring a high bid down. This post looks at the other end of the pile.
Price fights between suppliers are a race to the bottom. One firm cuts its rate to win a job, and the next must cut deeper to win the one after. Quality drops across the trade, and planners pay for it on show days.
A low bid is not always a bad bid. But the gap between quotes has to go somewhere. Your job is to find where.
Where the missing money goes
When one quote is far below the rest, check five places first.
- House fees. What the low quote may do: Leaves out rigging, power and liaison. What it costs you later: The venue bills you directly.
- Labor. What the low quote may do: Fewer crew, no technician on show days. What it costs you later: Slow load-in, nobody to fix a fault.
- Spares. What the low quote may do: No backup microphones, cables or laptop. What it costs you later: One failure stops a session.
- Insurance. What the low quote may do: No liability cover, or an old certificate. What it costs you later: The venue refuses entry, or you carry the risk.
- Crew pay. What the low quote may do: Rates below a living wage, long shifts. What it costs you later: Tired crew, mistakes and no-shows.
Most of these do not appear on the quote at all. That is why a short quote can look like a cheap one.
House fees the bid left out
Venues with an in-house AV partner often charge an outside company for rigging, liaison and power. You pay those fees to the venue or its partner, on top of the outside quote.
An outside quote can look cheap only because those fees are not in it. Ask the venue for its rate card before you compare. Then add the house fees to every bid that does not include them. Some venues also charge a fee just for using an outside company, which the outside supplier fee explains.
Labor, spares and the technician
Labor is the easiest line to shrink on paper. Count the people and the days in each quote. Check load-in, rehearsal, each show day and the strike on their own lines. A quote with one fewer technician per day can look much cheaper.
Ask what spares will be on site. A spare microphone, spare cables and a spare laptop for slides cost little to bring and a lot to lack.
Ask who fixes a fault during the show, and how fast. A low bid sometimes means the crew sets up and leaves.
Who carries the risk
Every quote also moves risk, and a low bid often moves it to you. Ask for the certificate of insurance before you sign. Many venues require it, and some want to be named on it.
Ask what happens if kit fails. A good contract says the supplier replaces it at its own cost, within a set time. Check the overtime rules and rates too. A cheap rate for a short day, plus overtime, can cost more than a fair rate for a long day.
Crew pay belongs here as well. A supplier that wins by paying below a living wage is more likely to run tired, short-handed shows. The planner who hires them carries that risk on the day.
Compare AV quotes on the same basis
Fill this sheet from the quotes first, then from your questions. Where a bid leaves a line out, add your own estimate and mark it as yours. Compare only the last row.
- Equipment list, same items and models
- Crew by role and day, from load-in to strike
- Technician on every show day
- Spares on site
- Freight and trucks
- House fees for rigging, power and liaison
- Insurance certificate
- Overtime rules and rates
- Crew travel, meals and parking
- Cancellation terms
- Total on the same basis
Questions for the low bidder
Send these in writing, to every bidder, not only the cheapest. Then the answers are fair to compare.
- What is not included in this quote?
- How many crew are on site each day, and in what roles?
- Who stays during the show, and who can fix a fault?
- What spares will you bring?
- Have you worked in this venue, and did you price its house fees?
- What day rate do your crew earn?
Good low bidders answer quickly and in detail. A bidder who cannot answer has told you something too.
When low is real
Some low quotes are honest. The supplier may own the kit, save on freight by being local, or have a quiet week to fill. Once the sheet shows the same show for less money, take the saving.
Frequently asked questions
How do I compare AV quotes?
Put each quote on the same sheet, line by line. Match the equipment, crew days, spares, freight, house fees, insurance and overtime. Where a bid leaves a line out, add your own estimate. Compare the totals only after every line is filled.
Why is one AV quote much cheaper than the others?
It may leave out the venue's house fees, cut crew or the show-day technician, skip spares or pay crew less. It may also be honest, because the supplier owns the kit or is local. Ask the low bidder in writing what is missing.
What are house fees in an AV quote?
House fees are charges from the venue or its in-house AV partner for using the building. They often cover rigging points, power and a house technician who acts as liaison. An outside quote may not include them, so ask the venue for its rate card.
Bids line up when every supplier prices the same room. Monet makes production-ready plans and elevations from your layout and exports them as DWG, DXF or PDF, so each AV company quotes from the same drawings.