Photo booth hire quotation template
Photo booth hire quotation template: a base block with an attendant, extra hours, a custom print layout, props and backdrop, and an online gallery.
Templates by industry
- Photo booth hire with attendant, first 3 hours
- Extra hour
- Custom print layout with event branding
- Prop box and backdrop
- Online gallery and guest book album
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Photo booth hire with attendant, first 3 hours", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Online gallery and guest book album", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Confirm actual use, supplied extras and the return or service-completion record. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
A photo booth is booked by the block of hours, and most disagreements are about what happens when the party runs late or the prints run out. This template quotes a base block that includes an attendant, prices each extra hour so the couple or the event planner can decide on the night, and lists the extras guests notice: a print layout with the event's names or logo, a box of props, the backdrop, and an online gallery for sharing afterwards.
Fields to prepare
- Deliverables and line items
- Photo booth hire with attendant, first 3 hours, Extra hour, Custom print layout with event branding, Prop box and backdrop, Online gallery and guest book album: specify the planned quantity and delivery scope for each item.
- Photo booth hire with attendant, first 3 hours
- Say when the block starts, whether set-up time counts, and whether prints are unlimited within it.
- Extra hour
- Agree how extra hours are approved on the night and who may approve them.
- Custom print layout with event branding
- Ask for names, date and logo by a set deadline and send the layout for approval before the event.
- Prop box and backdrop
- Describe the backdrop size and the props included, and note anything the venue does not allow, such as confetti.
- Online gallery and guest book album
- Say how long the gallery stays online and whether it is private or shareable by link.
- Booking and period
- Identify the venue, equipment or service, quantity, and the start and end of use.
- Included services and extras
- Agree the included use, transport or staff, and units and charges for extra use.
- Scope to agree
- Quote a base block of hours with a price per extra hour, say whether prints are unlimited, and give the space and power the booth needs.
Before sending
- Does “Photo booth hire with attendant, first 3 hours” say what is included and what quantity the price assumes?
- Would the customer read “Extra hour” the way you do, including what it leaves out?
- Can you still honour the price of “Custom print layout with event branding” on the last day the quotation is valid?
Show 5 more
- Does “Prop box and backdrop” say what is included and what quantity the price assumes?
- Would the customer read “Online gallery and guest book album” the way you do, including what it leaves out?
- Check booking-change and cancellation terms and amounts already paid.
- Name the person who confirms the return or completion time and condition.
- 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: 5 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Photo booth hire with attendant, first 3 hours | 1 × $650.00 | $650.00 |
| Extra hour | 2 × $120.00 | $240.00 |
| Custom print layout with event branding | 1 × $90.00 | $90.00 |
| Prop box and backdrop | 1 × $60.00 | $60.00 |
| Online gallery and guest book album | 1 × $150.00 | $150.00 |
| Subtotal | $1,190.00 | |
| Sales tax (8%) | $95.20 | |
| Total | $1,285.20 | |
Quoted net amount $1,190.00, sales tax $95.20, quoted total $1,285.20.
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
Do I need a deposit to hold the date?
Most operators ask for one, because a booked date cannot be sold twice. State the deposit and when the balance is due in the notes; once accepted, the quotation can become a deposit invoice.
The venue charges a fee for outside suppliers. Who pays?
Ask the client before quoting. If you pay it, put it on a separate line at cost; if the client pays the venue directly, say so in the notes.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $95.20 on a net amount of $1,190.00, for a total of $1,285.20. The editor recalculates all three when you change a quantity, a price or the country.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Photo booth hire quotation template: How to write a quotation: format, example and checklist and Estimate vs quote: what binds you, with a remodeling example. The VAT and GST calculator adds tax to your quoted prices.