Catalogue equipment comes with a price list. Bespoke equipment usually does not. When every order has its own species, finish, colours, dimensions and branding, the price depends on the specification, so it is quoted per project rather than read from a table.
That can make early budgeting feel harder. In practice, it is straightforward if you give the maker the right information and plan for the costs around the equipment as well as the equipment itself. This article explains how.
Why bespoke is priced per project
Several factors change the cost of a bespoke piece:
- Timber species. Different hardwoods differ in availability and yield.
- Finish and colour. A natural matt lacquer, a stain and a custom colour match each involve different work.
- Upholstery. Material, colour and performance level.
- Dimensions. Standard sizes are quicker to produce than adapted ones.
- Branding. Engraving, inlay or other methods.
- Quantity. Batches across several sites are planned differently from single pieces.
- Delivery and installation, which depend on the sites.
Round Fit prices each project on request for this reason.
What to send for a useful quote
The more complete the brief, the more accurate the quote. Send:
- A full list of pieces and quantities for each site. Equipment and interiors, including accessories.
- Timber species, finishes and upholstery colours. Use colour references such as RAL or Natural Colour System codes where you have them.
- Branding: logo artwork, positions and preferred method.
- Any custom dimensions, with drawings or sketches.
- Delivery addresses and target dates for each site.
- Site access details: lifts, doors, loading and delivery hours.
Architects in the UK work to the RIBA Plan of Work, and its checklist for Stage 1, Preparation and Briefing, lists the budget alongside requirements, programme and constraints as part of a complete brief. A budget range in your brief helps the maker propose options that fit it.
Ask for options
A single quote tells you the price of one specification. Options show you how the price moves.
- Two timber species, for example beech and oak.
- Natural finish and custom colour.
- Standard and adapted dimensions.
- Phased and single-batch delivery for a multi-site programme.
Options let you decide where to spend and where to save, with real numbers rather than guesses.
Budget beyond the equipment
The equipment price is only part of the project cost. Include:
Delivery. Clarify what the quote includes. International trade often uses the ICC’s Incoterms rules, which define where delivery takes place, who pays for transport and when risk passes from seller to buyer. Under DAP, for example, the goods are delivered ready for unloading and the buyer unloads; under DPU, the seller also unloads. Know which applies and who is responsible for import formalities.
Installation. Installation of Round Fit equipment is arranged through local distribution partners, who assess the wall before wall-mounted pieces are fixed. Ask for installation to be quoted for each site.
Building work. Wall reinforcement for wall bars and barres, power and data for reception and lockers, and any floor preparation are usually part of the fit-out contract, not the equipment order.
Time. Under the Construction (Design and Management) Regulations 2015, the Health and Safety Executive explains that commercial clients must allow sufficient time and resources for each stage of a project. A budget built on an unrealistic programme often costs more in the end.
Spare parts. Straps, ropes, springs and upholstery covers wear with use. Budget for a small stock of the parts that wear fastest, especially across a chain.
Payment and lead times
Plan cash flow around the payment terms and lead times:
- Payment is typically 50 per cent at the start of production and 50 per cent at shipment.
- Lead times at Round Fit are typically four to six weeks for Pilates equipment and six to eight weeks for other collections, from approval of drawings and samples.
Private label
For chains that want equipment in their own brand, Round Fit offers private label from an order value of €20,000. Private label covers specification, colours and branding, built to a reference specification for every site.
Value over the life of the equipment
The cheapest quote is not always the best value. Solid hardwood can be sanded and refinished. Replaceable upholstery and parts extend the life of each piece. Every Round Fit piece is tested before it leaves the workshop, and frames carry a five-year warranty. When comparing quotes, compare what each includes, how long the equipment is expected to last and what it will cost to maintain.
See our chains page for multi-site projects. When you are ready, send us your brief and we will prepare a project quote.
