How to compare two Johannesburg VR activation quotes

The lowest VR activation quote is often the least complete one.

I wrote this because two totals rarely describe the same job. A simple comparison sheet helps Jozi clients and producers find the gaps before approving a supplier.

What's the problem?

Imagine you receive two quotes for a two-day VR activation in Sandton.

Studio A quotes R85,000. Studio B quotes R112,000. The first quote looks like an easy saving, but its single line for “VR experience and equipment” tells you very little.

Studio B lists six headsets, spare controllers, a technician, four floor staff, delivery, setup, cleaning supplies and overnight security. It also explains what happens if a headset fails.

These quotes are not yet comparable.

The missing work does not disappear when you choose Studio A. Someone still needs to transport the equipment, manage visitors, clean headsets and solve faults. That work may return later as an extra invoice or become your team’s problem during the event.

Johannesburg adds practical variables. Venues may have strict loading times, paid parking, long walks from loading bays or weak Wi-Fi. Cross-city transport can also affect crew hours. A quote that ignores those details may still be honest, but it is incomplete.

What's the solution?

Put both quotes into one spreadsheet. Use six sections: hardware, content, crew, logistics, risk and exclusions.

Under hardware, list headset models, quantities, spare units, computers, batteries and hygiene supplies. Check whether prices cover rental, purchase or equipment the supplier already owns.

Under content, record what already exists and what must be made. Include software setup, branding, testing and final files. If one supplier is adapting an existing experience while another is building a new one, the totals should differ.

Under crew, compare roles and hours. A technician fixes equipment. A floor host guides visitors and manages the queue. One person can sometimes cover both roles at a quiet event, but that becomes harder with several active headsets.

Under logistics, include transport, parking, accommodation, setup, breakdown and storage. Record whether the venue provides tables, power and internet. “Venue to provide” is still a cost, even when it sits outside the supplier’s invoice.

Under risk, note spare equipment, public liability cover, security and contingency time. Contingency means time or money reserved for problems. It is not mysterious padding (although vague padding does deserve questions).

Finally, copy every exclusion into the sheet. These are items the supplier has clearly said they will not provide. Blank cells also need attention. Ask whether each blank means included, excluded or still undecided.

For our Sandton example, Studio A may remain cheaper after clarification. That is fine. The sheet simply makes sure the saving comes from a real difference, rather than missing crew or equipment.

Compare scope first, then compare price.

What's next?

1. Create a sheet with the six sections and one column per supplier.
2. Mark every item as included, excluded, unclear or supplied by the venue.
3. Send each supplier the same questions and request a revised total if needed.

Share your comparison sheet with us, or ask a question about a difficult quote.

The WE ARE VR team