Step-by-Step: Requesting an Offer for Your Event

14 September 2025

Estimated reading time: 6 minutes

Planning a memorable event — whether it’s a dynamic team-building day, a corporate celebration, or an inspiring school outing — starts with one crucial step: requesting an offer that fits your vision. At UP Events, we make this process seamless, transparent, and tailored to your needs. Here’s your comprehensive, step-by-step guide to requesting an offer for your event, packed with expert insights, industry trends, and actionable tips.

Why a Thoughtful Offer Request Matters

A well-prepared offer request is the foundation of a successful event. It ensures your goals are understood, your budget is respected, and your experience is uniquely yours. According to industry experts, “A well-constructed quotation is one that gives you all the facts, clearly and transparently… It’s essential to always specify the exact information you really want.” This clarity empowers both you and your event agency to collaborate efficiently, avoid misunderstandings, and create something extraordinary.

Step 1: Define Your Event Objectives and Type

Before reaching out, clarify the purpose of your event. Are you aiming to boost team spirit, celebrate a milestone, or inspire students? Your objectives will shape every detail, from activities to catering.

  • Team-building events: Focus on collaboration, communication, and fun. Explore our team-building activities for inspiration.
  • Corporate outings: Prioritize networking, recognition, or launching a new product. See our corporate events options.
  • School events: Emphasize safety, engagement, and learning. Discover our school activities.

Pro tip: Clearly stating your goals helps us recommend the most impactful experiences, whether it’s an Expedition Robinson challenge or a creative workshop.

Step 2: Gather Essential Event Details

To receive a tailored, accurate offer, prepare the following information:

  • Preferred date(s), time, and duration: Flexibility can open up more options.
  • Number of participants: Include any special requirements (e.g., accessibility, dietary needs).
  • Venue preferences: Let us know if you prefer our Amsterdam West or Weesp locations, or need guidance. Explore outings in Amsterdam and outings in Weesp.
  • Budget range: Sharing your budget upfront allows us to propose the best options and avoid unnecessary iterations.
  • Required services: List essentials like catering, AV equipment, entertainment, or transportation.
  • Desired outcomes and themes: Mention any branding, themes, or specific experiences you envision.

Insider tip: The more details you provide, the more precise and creative our proposal can be.

Step 3: Submit Your Request

Ready to take the next step? You can submit your request through our website, by phone, or via email. Our event agency in Amsterdam is always ready to help.

What happens next?

  • We review your brief and may reach out for clarification or creative suggestions.
  • Our team prepares a customized offer, including a clear breakdown of activities, services, and pricing.
  • You’ll receive your offer digitally, with options for e-signature and online payment for maximum convenience.

Step 4: Review and Customize Your Offer

Our offers are designed to be transparent and flexible:

  • Detailed breakdown: See exactly what’s included — activities, catering, venue, entertainment, and optional extras.
  • Customization: Want to add a cocktail workshop, upgrade your BBQ, or adjust the schedule? Just let us know!
  • Optional extras: We empower you to tailor the event to your needs without pressure.

Expert advice: Compare offers not just on price, but on value, service scope, and the creativity of the proposal. Don’t hesitate to ask questions — clarity now prevents surprises later.

Step 5: Confirm, Collaborate, and Celebrate

Once you’re happy with your offer:

  • Approve the proposal digitally for a fast, paperless process.
  • Pay the deposit securely online.
  • Collaborate with our event managers to fine-tune details as your event approaches.

We handle everything in-house — from activities and catering to decorations and entertainment — ensuring a seamless, stress-free experience. Our venues in Amsterdam West and Weesp are fully equipped for groups from 15 to 5,000, making us the go-to choice for both intimate gatherings and large-scale events.

Industry Trends and Professional Insights

The event industry is evolving rapidly, with a strong focus on digital convenience, sustainability, and unique experiences:

  • Digital platforms: Agencies increasingly use dynamic quote templates and e-signature tools to accelerate approvals and reduce errors.
  • Sustainability: There’s a growing demand for eco-friendly events, with clients seeking green catering, reusable materials, and digital engagement tools. Learn more at Sustainable Event Alliance.
  • Hybrid events: Combining in-person and virtual elements is on the rise, especially for corporate and educational gatherings.
  • Customization: Clients value flexibility and creativity — our ability to tailor every aspect of your event is a key differentiator.

Did you know? According to recent industry reports, team-building and corporate events remain among the most requested services, with companies investing in experiences that foster collaboration and well-being (EventMB).

Regulations and Best Practices in the Netherlands

Organizing an event in the Netherlands involves compliance with several important guidelines:

  • Safety and health: We adhere to all local safety, health, and noise regulations, especially for large gatherings.
  • Permits: For public spaces or amplified sound, permits may be required.
  • GDPR: Participant data is handled securely and in compliance with privacy laws.
  • School events: Child protection and supervision standards are strictly followed.

For more on event regulations, visit the Dutch Government’s official site.

Tips for a Smooth Offer Request Process

  • Prepare a detailed brief before contacting us.
  • Be open to creative suggestions — our expertise can turn good ideas into unforgettable experiences.
  • Clarify all terms — including payment schedules, cancellation policies, and what’s included.
  • Use digital tools for document management and communication.
  • Maintain open communication — let us know about changes in participant numbers or preferences as soon as possible.

Success Stories: Inspiration from Our Clients

With over 15 years of experience and a 4.8 Google review score from more than 2,600 clients, we’re proud to have created standout events for organizations of all sizes. From high-energy VR team challenges to elegant corporate anniversaries and vibrant school festivals, our events are designed to connect, inspire, and delight.

Frequently Asked Questions

How quickly will I receive my offer? Typically, you’ll receive a detailed offer within 1-2 business days after submitting your request.

Can I change details after receiving the offer? Absolutely! We’re flexible and happy to adjust activities, catering, or participant numbers as your plans evolve.

Are there hidden fees? No. Our offers are transparent, with all costs clearly itemized. Optional extras are listed separately for your consideration.

What if I need to cancel or reschedule? Our cancellation and rescheduling policies are clear and fair — details are included in every offer.

Do you offer event packages for large groups? Yes! We specialize in events for up to 5,000 participants, with complete packages including catering, entertainment, and more.

How do I know which activities are best for my group? Our experienced team will recommend activities based on your objectives, group size, and preferences. Explore our full range at UP Events Activities.

Ready to Create an Unforgettable Event?

Requesting an offer for your event is the first step toward a seamless, inspiring experience. At UP Events, we combine creativity, professionalism, and a passion for connection to deliver events that exceed expectations. Whether you’re planning a corporate outing, a school celebration, or a private party, we’re here to make it happen — your way.

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Let’s make your next event extraordinary — step by step!