Three caterers, three quotes, three totals. The cheapest number is rarely the best value, and the most expensive is not always the best service. Here is how to compare fairly.
1. Ask everyone the same questions
Send each service provider the same brief: date, times, venue, guest numbers, and exactly what you need. Different briefs produce quotes you cannot compare.
2. Line up what is included
Make a simple table. For each quote, note quantities, staff, equipment, delivery and transport, set-up and breakdown, and taxes. Mark anything one provider includes that another charges extra for.
3. Check the time on site
A photographer for "the event" might mean four hours or ten. A tent quote might exclude the night before set-up. Confirm arrival, service and departure times.
4. Compare payment terms
Look at the deposit, when balances are due and what happens if you cancel or change the date. Flexible terms can be worth more than a small discount.
5. Weigh trust and fit
Consider verification, reviews, past work in a similar setting, and how clearly and quickly the provider answered your questions. Clear communication before the event usually means clear communication on the day.
6. Negotiate on scope, not just price
If a quote is over budget, ask what can change: fewer items, a shorter service time, a different menu. Most service providers prefer adjusting the scope to cutting their margin.
Compare side by side on Papohapo
When you request quotes through Papohapo, the quotes for each request arrive in one place. You can review them side by side, shortlist your favourites and turn the one you choose into a service agreement.
Request quotes for your event
Describe what you need once and compare the quotes service providers send back.