Why “Just Send Me a Price” Is the Beginning — Not the End — of the Conversation
It’s an email we’ve all seen before.
Subject: Event Production Quote
Body: Hi, we’re planning our annual conference. Can you please send over a price list? Thanks.
At first glance, it might seem frustrating. How can we quote a price without knowing the venue,
the audience size, the technical scope, or the event’s objective?
But here at Encounter Event Services, we don’t see that email as a red flag. We see it as an
open door.
The truth is, the person on the other end isn’t trying to make things difficult. They’re simply
beginning the conversation the only way they know how—starting with the line item on their
budget spreadsheet.
Our role? It’s not just to answer. It’s to guide.
It’s our opportunity to shift the dialogue from cost to value, and from vendor to partner.
Why “Just a Price” Doesn’t Work (And Why That’s a Good Thing)
Imagine asking a custom home builder, “How much for a house?”
You’d get a different answer depending on whether you want a two-bedroom ranch or a six-
bedroom estate with a rooftop deck and infinity pool.
Event production is no different. Every project we take on is a custom build—crafted for your
goals, your space, your audience.
A flat price sent without context?
It’s a guess at best—and a missed opportunity at worst.
Here’s why:
-The Vision: Do you want guests to feel energized, educated, inspired—or all three?
-The Technology: Are we talking one mic and screen or a full-blown multi-cam
livestream, intelligent lighting design, and LED walls?
-The Logistics: Is the venue an easy load-in, or are we rigging equipment on a rooftop or
across multiple floors?
-The People: How many expert crew members, techs, and managers are needed to ensure
it runs flawlessly?
A generic quote can’t answer these questions. But we can.
Your Strategy: Acknowledge, Educate, and Engage
So how do we respond to “just send me a price” without shutting down the opportunity?
Here’s how we approach it at Encounter:
- Acknowledge and Align
We validate their request. We know budgets are real—and so are deadlines.
“Thanks so much for reaching out. I completely understand the need to get an idea of budgeting
early on. I can definitely help with that.” - Gently Educate on the Variables
We share why a custom quote serves them better.
“To give you the most accurate and helpful numbers, event production costs are typically based
on a few key details—like your venue, guest count, and tech needs. Every event is different, and
we want to give you a proposal that makes sense for your goals.” - Propose a Consultative Next Step
This is where the magic happens. We invite a conversation, not just a transaction.
“Would you be open to a 15-minute discovery call next week? I can ask a few quick questions
about your event and put together a tailored, realistic quote for you. How does Tuesday or
Wednesday look?”
From Quote to Collaboration
By approaching every inquiry with intention, we position ourselves as more than a service
provider—we become a creative and strategic partner.
At Encounter Event Services, we’re not here to send you a price sheet and hope for the best.
We’re here to help you visualize the possibilities, navigate the complexities, and deliver
something unforgettable.
Because you’re not just buying sound systems and stage lights.
You’re investing in clarity, confidence, and creative execution—and that’s something no price
list can capture.
Want to see what your event could look like with the right partner by your side?
Let’s talk. Reach out today to schedule your discovery call.