What Should Be in Your Entertainment Quote Checklist?
What Should Be In an Entertainment Quote?
Comparing quotes is only easy when they’re quoting the same thing. This checklist shows what a proper UK entertainment quote should include: timings, kit spec, staffing, backup plan, paperwork, and cancellation terms — so you can compare apples with apples.
Quick answer
A solid entertainment quote should clearly state: what’s included, exact timings, equipment specification, staffing, delivery/install/derig, power needs, backup plan, and terms (payment + cancellation). If it’s vague, it’s not comparable — and it’s where surprises live.
- Timings + overtime rate
- Equipment list/spec
- Staffing numbers
- Install/derig included
- Power requirements
- Backup plan
Inclusions list: what are you actually buying?
“DJ + lights” is not a quote — it’s a vibe. You want an itemised list so you can compare like-for-like and spot missing pieces (usually install time, staffing, or travel).
| Line item | What it should say | Red flag |
|---|---|---|
| Entertainment | DJ/live act type + duration | “DJ package” (no detail) |
| Sound | Speaker count + suitability (room size) | No mention of room coverage |
| Lighting | Type (uplighting, moving heads, wash) | “Lighting included” (what lighting?) |
| Staffing | How many crew on-site | One person doing everything |
| Install/derig | Included + times agreed | Hidden “setup fee” later |
Timings: start, finish, setup, and overtime
Timings are where budgets get quietly torched. A quote should include setup time, performance time, and derig time — plus the overtime rate if the party runs late.
- Arrival time
- Setup window
- Soundcheck / test
- Performance start
- Finish time
- Overtime rate
Equipment spec: the quality tells
You don’t need a spreadsheet of model numbers — but you do need enough detail to know you’re not getting a “bare minimum” rig. Ask for the type and capability of the kit (coverage, mic quality, control, backup).
| Area | What to check | Why it matters |
|---|---|---|
| Mics | Handheld/lapel, count, spare | Speeches fail without backups |
| Playback | DJ controller + media plan | Stops “Spotify panic” moments |
| Lighting control | DMX/scenes or basic auto | Better vibe, fewer random flashes |
| Cabling/power | Power needs + cable management | Trip hazards + venue stress |
| Spare kit | Spare mic, cables, backups | Fixes issues without stopping show |
Backup plan: what happens when something fails?
Professional suppliers don’t pretend nothing breaks. They plan so nobody notices. Ask what the on-site contingency is for mics, playback, and power.
- Spare mic(s)
- Spare cables/adapters
- Backup playback option
- Power contingency
- On-site technician?
- Fix time expectations
Paperwork: PAT, PLI, RAMS and venue requirements
UK venues often require documentation. Your quote should confirm what’s available and when it’s provided.
- PLI certificate
- PAT testing
- RAMS / method statement
- Risk assessment
- Venue access plan
- Contact on-site
Terms: payment, cancellation, and changes
Terms are boring — and hugely important. Read the deposit status, final balance due date, cancellation fees, and change-of-date policy. Clarity here prevents disputes later.
| Term | What “good” looks like | What to avoid |
|---|---|---|
| Deposit | Clear amount + whether it’s refundable | Vague “booking fee” language |
| Final balance | Due date stated (e.g., 14 days prior) | Surprise “pay on the day” demands |
| Cancellation | Tiered terms by timeframe | Unclear or extreme penalties |
| Date change | Policy explained | “No changes ever” (without nuance) |
| Force majeure | Defined and fair | Ambiguous “we decide” clauses |
Want a quote that’s actually comparable?
Tell us your venue, guest count and timings. We’ll send an itemised quote with clear inclusions, spec, paperwork and terms — UK-wide.
FAQs
What should be itemised in an entertainment quote?
Timings, staffing, equipment spec, delivery/install/derig, power requirements, and any extras should be listed clearly so you can compare like-for-like.
Should PAT, PLI and RAMS be included?
A professional supplier should be able to provide PAT, PLI and RAMS on request. The quote should confirm what documentation is available and when it will be supplied.
What’s a reasonable backup plan to ask about?
Ask about spare mics/cables, contingency for player/laptop issues, and how problems are handled on-site without stopping the show.
Why do two quotes for ‘a DJ’ vary so much?
Price differences usually come from sound/lighting quality, staffing, setup time, backup gear, travel, insurance, and whether installation/derig is included.
What cancellation terms should I look for?
Check deposit status, final balance due dates, supplier cancellation fees, and what happens if the event changes date. Clear terms prevent surprises later.
Want a no-surprises quote?
We’ll quote clearly: timings, staffing, equipment, install/derig, power, paperwork and terms — so you can make a confident decision. UK-wide.
Comparing quotes tip: if one is cheaper, ask “what’s missing?” — not “can you match it?”
AO Events UK entertainment quotes · inclusions checklist · timings · equipment spec · backup plan · paperwork · cancellation terms.
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