Venue rental quotation
Quotation template for halls and event spaces: hall rental, seating setup and venue cleanup. Fill it in online, download Excel or Word, or print to PDF.
Templates by industry
- Hall rental
- Seating setup
- Venue cleanup
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Hall rental", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Venue cleanup", 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.
Halls, function rooms and event spaces send this quotation to someone planning a meeting, party or performance. The hire of the space is priced for the hours booked, setting out the chairs and tables is a separate task with its own crew time, and the cleanup afterwards returns the room to its normal state. Write the access time for the client’s suppliers as well as the event hours, because setting up before the doors open often takes longer than expected.
Fields to prepare
- Deliverables and line items
- Hall rental, Seating setup, Venue cleanup: specify the planned quantity and delivery scope for each item.
- Hall rental
- Name the room or area and enter the booked hours or sessions, including access time for setup if you charge for it.
- Seating setup
- Give the layout, such as theater or banquet style, and the number of seats and tables.
- Venue cleanup
- Say what cleanup covers, for example clearing and sweeping, and what the client must remove themselves, such as decorations.
- 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
- Define hired areas and hours, seating quantities, setup and removal time, and venue-cleanup scope.
Before sending
- Does “Hall rental” say what is included and what quantity the price assumes?
- Would the customer read “Seating setup” the way you do, including what it leaves out?
- Can you still honour the price of “Venue cleanup” on the last day the quotation is valid?
Show 3 more
- 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: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Hall rental | 5 × $300.00 | $1,500.00 |
| Seating setup | 3 × $300.00 | $900.00 |
| Venue cleanup | 20 × $450.00 | $9,000.00 |
| Subtotal | $11,400.00 | |
| Sales tax (8%) | $912.00 | |
| Total | $12,312.00 | |
Quoted net amount $11,400.00, sales tax $912.00, quoted total $12,312.00.
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 do I show a refundable damage deposit?
Write the deposit in the notes, not in the lines, because it is not a charge for a service. Say when it is returned, what may be deducted from it and how the room is checked after the event.
What if the event runs past the booked end time?
State the rate for each extra hour or part hour and that it is billed after the event. The final invoice then shows the actual hours, and the client’s organizer knows the cost before deciding to carry on.
Should catering and equipment from the venue be on the same quotation?
If you supply them, add them as lines below the hire, so the client can see the cost of the space on its own and compare it with other venues that quote the room alone.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $912.00 on a net amount of $11,400.00, for a total of $12,312.00. 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 Venue rental 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.