Write a brief before asking for quotes
Note your occasion, date or date range, expected guests, venue status and spending limit. For a wedding, list each function separately: a haldi for close family needs a different plan from a reception with a larger guest list. Mark which decisions are already made and which ones need help.
Add three priorities. These might be a comfortable guest experience, a distinctive floral entrance, or a sangeet that finishes on time. A short brief helps each company quote against the same requirements.
Look beyond the highlight reel
Ask to see examples of events similar to your own in size, setting and programme. A close-up of an impressive backdrop cannot tell you how the entrance, seating and stage worked together. Ask for wider views and an explanation of the team’s role.
Event posts often credit venues, photographers, anchors and other collaborators. Confirm which elements a company planned or supplied. On our website, the Instagram gallery links back to the original posts; the generated inspiration images are labelled as design concepts.
Compare written scope, not a single total
Two quotes can look far apart because they cover different things. Use a simple comparison sheet with one row for each requirement and a column for each company. Mark each item included, excluded or awaiting confirmation.
- Décor: dimensions, materials, floral choices and setup areas.
- Production: sound, lighting, microphones, power and technical operators.
- Coordination: planning meetings, vendor follow-ups and event-day responsibilities.
- Logistics: transport, loading access, installation and dismantling.
- Commercial terms: payment schedule, applicable taxes, extra hours and change requests.
Ask who books and pays each vendor. Keep any agreed revisions in writing so the final plan matches the final quote.
Ask who will be there on the day
A good planning conversation should make responsibilities clear. Who is your main contact? Who handles a late vendor, a delayed family entrance or a microphone problem? If several functions overlap, ask how the team will cover them.
For an Ujjain event, discuss the actual venue access, guest travel routes, parking and delivery windows. Check the date for travel or local scheduling constraints with your venue and transport contacts. Do not assume that a route or setup window will be available just because it worked for a previous event.
Talk about the backup plan before booking
For outdoor functions, ask what happens if the weather changes and which backup arrangements cost extra. For a sangeet, clarify the sound check, track handover, power plan and finish time. A clear answer is more useful than a broad promise that everything will be handled.
Take these five questions to your first call
- Can you show work with a similar brief?
- What exactly is included and excluded?
- Who will coordinate my event on the day?
- How are changes and additional costs approved?
- What needs to be decided before we confirm?
Eventora India is based in Ujjain and was founded by Manas Badera. Explore our event planning enquiries and real celebration gallery, then send your brief for a discussion about availability and scope. You should be able to compare our proposal using the same questions.
