Events and rental: Quotation software for AV rental companies
Quotation software for AV rental companies that calculates equipment days, transport, setup, strike and technicians as separate items, so clients see what their package and service cost.
Where quotes for AV rental companies get stuck.
A quote from AV rental companies is more than items times days. Does the collection day count, is there a weekend rate, how many technicians are needed for setup, show and strike, and will the load-in become a problem if the venue is on the second floor without a lift. A quote that does not split this out leads to arguments when setup takes longer or the client asks for extra microphones on the day. Whether cables, stands and flight cases are included, or spare equipment comes along, also stays open. With every change to the running order the planner has to recalculate everything.
Quotation software for AV rental companies
Example- 1
Record the assumptions
DoneEvery quote starts with its basis: event date and times, collection and return, venue with load-in route, service level and the parts of the running order that need crew.
- 2
Calculate kit and hours
In progressEquipment comes from the rental system with day rates and the rules for multi-day hire.
- 3
Link acceptance and changes
NextThe client accepts online.
From enquiry to signed quote.
Record the assumptions
Every quote starts with its basis: event date and times, collection and return, venue with load-in route, service level and the parts of the running order that need crew. Each point notes what it is based on. That list goes into the quote and later determines whether something counts as extra.
Calculate kit and hours
Equipment comes from the rental system with day rates and the rules for multi-day hire. Transport, setup, operator hours and strike are calculated per technician and per time slot. When the running order changes, such as an extra afternoon session, the quote recalculates technicians and equipment days immediately.
Link acceptance and changes
The client accepts online. Changes after acceptance, such as extra microphones or a longer evening, are added to the same quote with their own approval. What was originally agreed and what was added stays visible, and the planner sees straight away which equipment needs reserving on top.
Alongside your calculations and price lists.
Many rental companies make quotes in their rental system or a spreadsheet with prices from it. Items, day rates and availability stay in the rental system. The quotation software adds the calculation of technicians, transport and setup and tracks assumptions and changes. Accepted quotes become a booking in the rental system. The planner owns the assumptions, the office owns rates and the warehouse manager owns what is genuinely available.
Day rate or price per event
Day rates are transparent and simple for dry hire. With full productions including crew they make less sense: the client wants to know what the event costs. A price per event, built from kit, hours and transport, is easier to understand. Show the build-up in an appendix so changes remain explainable.
Charge for spare equipment or not
An extra radio microphone or spare desk gives certainty but takes space in the van and a slot in stock. Some companies always bring spares without charging, others offer them as an option. For events where failure is not an option, such as a live stream, spares as a fixed item are defensible and easy to explain.
Technicians per session or per hour
Charging per hour is precise but makes clients nervous about overruns. Per session is clearer but needs firm agreements about what happens if the evening runs late. A fixed price per session with an hourly rate for overruns after an agreed time, stated in the quote, combines both.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
Hotel Aadam Wilhelmina
Online check-in, even at two in the morning.
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A full calendar starts with easy booking.
Read the storyNovaw Pilates
Focus on the class. Let the booking take care of itself.
Read the storyWhat we prepare in the quotes.
The quoting software gets your assumptions, day rates and rules for multi-day hire from the rental system, the rates for technicians and transport, online acceptance and changes as additions. You set the overrun rates yourselves. Together we take an ordinary conference day through it, and an event whose running order changes twice after acceptance. Options with and without spare equipment and templates per event type are there when you want to use them.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan the quote allow for a difficult load-in?
Yes. The venue record notes whether there is a lift, stairs or a long carry. The quote then adds time or an extra technician for loading and unloading. If it is unknown, it is listed as an assumption, so a setback on the day can be explained.
How do we handle changes just before the event?
Every change is added to the quote with its own price and approval. The planner sees immediately whether the extra equipment is available. If something is no longer possible, the quote says so rather than asking for an approval that cannot be honoured.
Does the client see which cables and accessories are included?
In the quote, packages appear as one line with a short description of the contents. The appendix holds the full list, including cables, stands and flight cases. The quote stays readable, while client and technician can check what is coming.
Can we reuse quotes for recurring events?
Yes. A quote for an annual event can serve as a template for the next year. The planner updates the date, running order and any new requests, and the calculation follows. That saves work with regular clients who have a similar setup every year.
Add-ons for your industry.
What often connects to this.
- Enquiry form for AV rental companiesAn enquiry form for AV rental companies that asks for venue, audience, running order and available power, so the rental planner can put together a suitable package straight away.
- Digital job cards for AV rental companiesDigital job cards for AV rental companies with a packing list by serial number, so dispatch, setup on site and return can be checked per case and per item.
- Invoicing software for AV rental companiesInvoicing software for AV rental companies that turns rented equipment, operator hours, transport and damage from the job card into an invoice you check first.
Quotes that match the work.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Quotation software for AV rental companies: equipment days, transport, setup and technicians as separate items, with recorded assumptions on venue and times.
- Record the assumptions
- Calculate kit and hours
- Link acceptance and changes