How to compare DMC proposals fairly.
A practical DMC proposal comparison method with a scope-normalization table and weighted scorecard.
By Jyper · 7 October 2026
Two DMC proposals can show the same headline price and cover very different work. Make the scope comparable before choosing a winner.
Create a common baseline
Send every finalist the same DMC brief. If one includes an airport meet-and-greet, evening host and weather backup while another omits them, do not compare totals yet. Ask each DMC to price the same minimum program, then list extras separately.
For each line item, record quantity, unit, service period, taxes, gratuities, currency, price status and cancellation terms. Flag “to be confirmed” instead of silently treating it as a firm rate.
Use a comparison table
| Check | Proposal A | Proposal B |
|---|---|---|
| Same guest count and dates? | ||
| Transfers and staffing hours? | ||
| Venue and F&B inclusions? | ||
| Taxes, service fees, gratuities? | ||
| Confirmed rates vs estimates? | ||
| Supplier holds and expiry? | ||
| Weather and disruption backup? | ||
| Deposit and cancellation terms? |
Fill gaps with questions to the DMC, not guesses in your spreadsheet. Keep the original offer and the revised baseline side by side so the creative differences remain visible.
Score what matters to this program
A starting scorecard is program fit 25%, local judgment 20%, operations and contingency 20%, commercial clarity 20%, team and references 15%. Give each dimension a score from one to five, multiply by its weight and keep a short note explaining the score. If your event has complex transfers, increase the operations weight. If it is a creative incentive, increase program fit.
Do not let an elaborate proposal hide a weak handoff. Meet the delivery lead, verify a recent reference and ask what happens if the lead is unavailable. These 15 questions help turn a polished deck into a useful conversation.
Close the loop with every bidder
Make a decision against the published criteria, document exceptions and ask the preferred DMC to turn its proposal into an agreed scope. Tell other bidders promptly; they may have held venues or suppliers for your dates. ADMEI’s ethics code also calls for timely feedback and release of holds.
The scorecard supports judgment. It cannot replace reading the exclusions, meeting the operations team and understanding what will happen when the plan changes.
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