Booked vendors in your budget

When you accept a quote, the agreed figure replaces the indicative rate for that pitch in the Event budget and its Hire schedule. Figures are always the vendor's own and are labelled as such. Vendor names stay off every budget output.

Where you pay the vendor

The pitch's hire line is priced at the vendor's figure and reads quoted. Its basis says: Accepted quote (V3), 27 Oct 2026; figure supplied by the vendor, not checked by Airship. VAT on that line is the vendor's own (20%, 5%, 0% or none), so the VAT label says when the rates differ from your rate card's. The pitch's mark stays with its object on schedules.

Where the vendor pays you, or trades direct

The vendor brings the unit, so nothing is hired in: Booked vendor (V3) brings it, not hired in; what they pay you is under Pitch income. What they pay you is shown in a separate Pitch income block under the hire total, never netted against it: Pitch fees and stated minimums the vendors offered, ex VAT. Not netted against hire, not in hire VAT or cost per attendee. A share of takings shows its percentage and, where the vendor stated one, its minimum ("at least"). A vendor who trades direct with the public shows as £0.

No vendor names

The budget, the schedules, the sheets, the DXF, the event safety pack and the CSV name a booked pitch by its label only, never by the vendor. The pitch list is still the way to hand over who is on which pitch.

Exports

Exports that leave Airship (the event safety pack and other PDFs, sheets, the DXF and the budget CSV) leave accepted vendor prices out unless you tick Include accepted vendor prices on that export. It is off by default, because a vendor's price is commercial information you received from them. Unticked, the export shows the indicative budget and one line: 3 pitches are booked with vendors; their accepted prices are not included in this export.

Ticked, quoted lines and pitch income are included, each quoted figure is marked vendor-stated in the event safety pack, and the pack adds: Quoted figures and pitch income are the vendors’ own figures from accepted quotes. Airship records the agreement; it is not a party, takes no payment and has not checked these figures.

What stays indicative

• The Est. hire figure and the thumbnail on your dashboard's project card never include vendor prices, whoever saves the design.
• Review and share links never load vendor data: their budget is the indicative one.
• The figures are never saved into the design, its history or an .asd file.

Your RFQ pack

Booked pitches leave your supplier-neutral request for quotes, with a note in the pack: Booked with vendors and not requested here: 2 items (Burger van ×2).

Pounds sterling only

Quotes are in GBP. On a rate card in another currency, booked prices are not shown, and the schedule says: Booked vendor quotes are in GBP and are not shown on a EUR rate card.

Who sees what

Everyone in the workspace who can open the design sees the same on-screen budget, viewers included, with its quoted lines and pitch income. Only owners and editors can open the quotes behind it or see a vendor's contact details. If a booked pitch's object goes missing, the sidebar warns: V3 is booked but its object is not on the plan: re-pick it. When a booking is cancelled, the pitch goes back to its indicative figure.