Event planning quotation
Quotation template for party and conference organizers: event planning, supplier coordination and on-site management. Download it as Excel or Word.
Templates by industry
- Event planning
- Supplier coordination
- On-site management
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Event planning", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "On-site management", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Confirm actual operating hours and supplied quantities with the event contact and record approved extras. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
An event planner's quotation prices the planner's own time, not the party: venue, catering and entertainment are often quoted by those suppliers directly. This template therefore covers planning from the first brief to the final run sheet, the coordination of everyone who delivers on the day, and your presence on site. Keeping supplier costs out, or listing them clearly as pass-through amounts, stops the client comparing your fee with a total that includes the venue hire.
Fields to prepare
- Deliverables and line items
- Event planning, Supplier coordination, On-site management: specify the planned quantity and delivery scope for each item.
- Event planning
- Say how many planning meetings, site visits and run-sheet revisions the fee covers, and from which date planning starts.
- Supplier coordination
- Name the suppliers you will coordinate and whether the client or you sign their contracts; if you pay them, quote their costs as separate lines.
- On-site management
- Give the hours on site from setup to breakdown and the number of staff, with an hourly rate for running past the agreed finish time.
- Event details and time
- Record the date, venue, attendance, and setup, rehearsal, operating and removal times.
- Staffing and supplies
- Specify staff counts and hours, supplied items and the responsibilities of external vendors.
- Scope to agree
- Set the date and expected headcount, who contracts the suppliers, and the fallback if the weather turns.
Before sending
- Does “Event planning” say what is included and what quantity the price assumes?
- Would the customer read “Supplier coordination” the way you do, including what it leaves out?
- Can you still honour the price of “On-site management” on the last day the quotation is valid?
Show 3 more
- Agree when attendance and schedules are finalized and how later changes are charged.
- Check whether overtime, transport, setup and removal are included.
- Check quote validity, the customer approval method and payment milestones.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Event planning | 8 × $2,400.00 | $19,200.00 |
| Supplier coordination | 10 × $1,200.00 | $12,000.00 |
| On-site management | 12 × $95.00 | $1,140.00 |
| Subtotal | $32,340.00 | |
| Sales tax (8%) | $2,587.20 | |
| Total | $34,927.20 | |
Quoted net amount $32,340.00, sales tax $2,587.20, quoted total $34,927.20.
What the document must show
The details a quotation has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write a quotation: format, example and checklist
Frequently asked questions
Should I charge a percentage of supplier costs or a flat fee?
Either can work, as long as the quotation says which. A flat fee is easier to compare; a percentage needs the supplier total it applies to, and a statement of whether commissions you receive from suppliers are passed on or kept.
What happens to the fee if the event is cancelled?
Set out a cancellation scale in the notes, for example that planning fees earned to date are kept and on-site management is refunded, and tie the deposit to that scale. Supplier cancellation terms are separate and follow their own contracts.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $2,587.20 on a net amount of $32,340.00, for a total of $34,927.20. The editor recalculates all three when you change a quantity, a price or the country.
How do I turn an approved quotation into an invoice?
Open the approved quotation and convert it. The original stays unchanged, and the invoice carries the same line items so the customer can match the two documents.
Can I email it to the customer?
Yes, from your own mail app. With a free account, the editor’s download menu offers Email this document, which opens your mail app with a message about the document already written. QuoteBill sends nothing itself, so save the PDF and attach it before you send.
Read next
Reading for the Event planning quotation: How to write a quotation: format, example and checklist and Quote to invoice: how to convert a quote, step by step. The VAT and GST calculator adds tax to your quoted prices.