Event production quotation
Quotation template for stage and AV production companies: stage installation, sound operation and event lighting. Fill it in online or download Excel or Word.
Templates by industry
- Stage installation
- Sound operation
- Event lighting
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Stage installation", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Event lighting", 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.
Stage and AV production companies quote conferences, concerts and launches with this template. The stage build, the sound system with its engineer and the lighting are separate lines, each covering equipment and crew for the hours stated. The schedule decides the price as much as the kit: get-in, rehearsal, show and get-out times belong on the quotation, since crew overtime is the cost that grows when an event runs late. Refer to the technical rider the price is based on.
Fields to prepare
- Deliverables and line items
- Stage installation, Sound operation, Event lighting: specify the planned quantity and delivery scope for each item.
- Stage installation
- Give the stage size and height, the build and strike times, and whether steps, skirting and a ramp are included.
- Sound operation
- Name the system and the number of microphones and speakers, and the engineer’s hours from soundcheck to the end of the show.
- Event lighting
- Describe the rig in plain terms, such as wash and spot fixtures, and whether a lighting operator stays for the whole event.
- 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
- Specify stage dimensions, sound and lighting equipment, crew, rehearsal and removal times.
Before sending
- Does “Stage installation” say what is included and what quantity the price assumes?
- Would the customer read “Sound operation” the way you do, including what it leaves out?
- Can you still honour the price of “Event lighting” 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 |
|---|---|---|
| Stage installation | 20 × $1,500.00 | $30,000.00 |
| Sound operation | 2 × $1,500.00 | $3,000.00 |
| Event lighting | 12 × $95.00 | $1,140.00 |
| Subtotal | $34,140.00 | |
| Sales tax (8%) | $2,731.20 | |
| Total | $36,871.20 | |
Quoted net amount $34,140.00, sales tax $2,731.20, quoted total $36,871.20.
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
How should power at the venue be handled in the quotation?
State the power your equipment needs and that the venue or the client provides it. If a generator is required, add it as its own line with fuel, and say who arranges a site visit to check the supply before the event.
Can I quote half-day and extra-day rates?
Yes. Price the lines on the schedule the client gave you and add your half-day or additional-day rates in the notes, so a change to the program can be priced at once without a new quotation.
Who pays if equipment is damaged by guests or performers?
Say in the quotation whether the client is responsible for damage caused by the audience or performers, and how it is assessed and charged after the event. Agreeing it in advance keeps the final invoice from turning into an argument.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $2,731.20 on a net amount of $34,140.00, for a total of $36,871.20. The editor recalculates all three when you change a quantity, a price or the country.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
Read next
Reading for the Event production quotation: How to write a quotation: format, example and checklist and Quotation vs invoice: differences and timing. The VAT and GST calculator adds tax to your quoted prices.