Wedding planning quotation
Wedding planner quotation template: schedule planning, vendor coordination and on-the-day coordination as separate lines. Download it as Excel or Word.
Templates by industry
- Wedding schedule planning
- Wedding vendor coordination
- Wedding day coordination
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Wedding schedule planning", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Wedding day coordination", 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.
Wedding planners use this quotation to price their own service to a couple, apart from what the couple will pay the venue, the caterer or the photographer. It covers planning the schedule, coordinating the vendors and running the day itself. Couples often compare a full planning package with on-the-day coordination only, so keeping the three as lines lets them choose. Write how many planning meetings are included and how many hours of coverage the wedding-day line allows.
Fields to prepare
- Deliverables and line items
- Wedding schedule planning, Wedding vendor coordination, Wedding day coordination: specify the planned quantity and delivery scope for each item.
- Wedding schedule planning
- State the number of planning meetings and the period, from booking to the wedding date, that the fee covers.
- Wedding vendor coordination
- List the vendors you will coordinate and whether you book them or the couple contracts them directly.
- Wedding day coordination
- Give the hours on the day and the number of assistants, with the rate per extra hour if the celebration runs late.
- 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
- Define planning meetings, coordinated vendors, and wedding-day staff counts and hours.
Before sending
- Does “Wedding schedule planning” say what is included and what quantity the price assumes?
- Would the customer read “Wedding vendor coordination” the way you do, including what it leaves out?
- Can you still honour the price of “Wedding day coordination” 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 |
|---|---|---|
| Wedding schedule planning | 8 × $180.00 | $1,440.00 |
| Wedding vendor coordination | 6 × $750.00 | $4,500.00 |
| Wedding day coordination | 4 × $180.00 | $720.00 |
| Subtotal | $6,660.00 | |
| Sales tax (8%) | $532.80 | |
| Total | $7,192.80 | |
Quoted net amount $6,660.00, sales tax $532.80, quoted total $7,192.80.
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 ask for a deposit to secure the date?
State the deposit amount or percentage in the quotation and that the date is held once it is paid. When it arrives, bill it on its own invoice and deduct it from the final one, so the couple can follow what has been paid.
Should vendor costs go through my quotation?
Only if you contract and pay the vendors yourself. In that case list them as separate lines at cost or with your agreed handling fee; otherwise note that the couple pays each vendor directly, so your fee is not mistaken for the whole budget.
What happens if the wedding is postponed?
Set out how a new date is handled, for example that the deposit moves to the new date once and that planning hours already used are not refunded. Couples read this part closely, so write it in plain words.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $532.80 on a net amount of $6,660.00, for a total of $7,192.80. The editor recalculates all three when you change a quantity, a price or the country.
Can I change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
Read next
Reading for the Wedding planning 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.