Events and rental: Quotation software for festival production teams
Quotation software for festival production teams that sets out production days, crew and facility resources in one proposal, with the assumptions about site and schedule visible.
Where quotes for festival production teams get stuck.
A quote from festival production teams rests on assumptions that are often not yet fixed: how many build days the site needs, whether ground protection is required, how much power the stages draw, how much crew is needed per day. Those assumptions live in a spreadsheet the production manager made after the first meeting. When the organiser later adds a second stage or shortens the build by a day, the spreadsheet is updated but nobody can see what changed. For a festival that returns every year, the quote starts from scratch each time, even though most of it is the same.
Quotation software for festival production teams
Example- 1
Set assumptions per phase
DoneDates, site, expected visitors and suppliers are taken from the record.
- 2
Calculate days and facilities
In progressThe quote works out the resources per phase: production management, crew days, vehicles and facilities such as power, toilets and fencing.
- 3
Record proposal and changes
NextThe organiser receives a proposal per phase with the assumptions in plain language and approves it in the same document.
From enquiry to signed quote.
Set assumptions per phase
Dates, site, expected visitors and suppliers are taken from the record. For each phase you set the assumptions: number of build days, crew per day, required facilities and site particulars. Each assumption stands on its own, so the organiser sees what the price rests on and where they have influence.
Calculate days and facilities
The quote works out the resources per phase: production management, crew days, vehicles and facilities such as power, toilets and fencing. What you hire from third parties appears as a separate line with a margin you set yourselves. It is clear which costs sit with you and which are passed through.
Record proposal and changes
The organiser receives a proposal per phase with the assumptions in plain language and approves it in the same document. If something changes, such as an extra stage, you create a new version with the difference shown. For a returning festival, you start from last year's quote.
Alongside your calculations and price lists.
Production companies often quote in a spreadsheet with their own rates and subcontractor quotes attached. We take your rates, crew roles and margins as a starting point you keep managing. Subcontractor prices come from their quotes; those remain theirs and you refer to them. After approval the quote passes to scheduling and later to invoicing, so agreed production days remain the basis throughout.
Fixed price or based on resources
A fixed price for the whole production gives the organiser budget certainty but puts the risk of extra build days on you. Charging for actual resources is fairer when the site is uncertain but makes the budget unpredictable. Many production companies choose a fixed price per phase with an agreement on additional work.
Subcontractors through you or direct
If you hire and recharge subcontractors, the organiser has one point of contact and you keep control. If the organiser contracts directly, they see costs more clearly, but coordination is harder. The quote shows per facility which route was chosen, and who carries the risk if a subcontractor falls short.
Returning festival or fresh budget
For a festival that returns every year, the previous quote is a good basis, but sites change, suppliers rotate and rates rise. A new version based on last year, with differences flagged, shows the organiser what is different without you having to rebuild everything. Unchanged items stay as they were.
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Read the storyWhat we prepare in the quotes.
Your assumptions per phase, the calculation of production days and facilities and the quote with versions go into the quoting software at the start. We test it together with a one day city event and a multi-day festival where an extra stage is added after approval. Quotes for returning festivals as the basis, so an annual festival no longer starts from zero each spring, and flowing on to scheduling and invoice can be switched on when it suits you.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we attach subcontractor quotes?
Yes. Per facility you can attach the subcontractor's quote and take over the amount with your margin. If the subcontractor changes their price, you update it and see the effect on the total. The organiser only sees what you charge them.
How do we handle uncertainty about the site?
Record the uncertainty as an assumption with a condition, for example ground protection only in wet weather. The quote can include an option that is only used when needed. The organiser knows in advance what it costs if the ground is poor.
Can the quote be approved per phase?
Yes. Some organisers want to commit to preparation first and the build later, once the supplier list is complete. Each phase then gets its own approval. Scheduling only treats approved phases as confirmed work. Each approval is recorded separately.
What happens if weather forces a cancellation?
That depends on your terms. Record in the quote which costs are charged on cancellation in which phase. The software makes no decisions about insurance or liability, but ensures the agreement is visible and approved.
Add-ons for your industry.
What often connects to this.
- Enquiry form for festival production teamsAn enquiry form for festival production teams that collects the site map, supplier list and permit status, so a production manager quickly sees how far along a festival already is.
- Digital job cards for festival production teamsDigital job cards for festival production teams that bring the released production schedule to the crew zone by zone and report progress, deviations and handovers back.
- Invoicing software for festival production teamsInvoicing software for festival production teams that turns completed production days, additional work and recharged facilities 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 festival production teams: production days, crew and facilities per phase justified in one proposal the organiser can approve.
- Set assumptions per phase
- Calculate days and facilities
- Record proposal and changes