Workshop facilitation quotation template
Workshop facilitation quotation template: preparation interviews, workshop design, facilitation per day, materials and a written summary of the results.
Templates by industry
- Preparation interviews with participants
- Workshop design and agenda
- Facilitation, per workshop day
- Materials and room kit
- Written summary of results and agreed actions
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Preparation interviews with participants", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Written summary of results and agreed actions", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Hand over the final report or activity record with the versions of the inputs reviewed. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
A facilitated workshop is not a training course. Nobody is taught a syllabus; a team is helped to reach decisions, whether about strategy, a reorganisation or how two departments will work together. Most of the value is created before and after the day itself: in conversations with participants beforehand, in a carefully designed agenda, and in a written summary that turns results into actions. This template prices each of those, so the fee is not mistaken for a day rate alone.
Fields to prepare
- Deliverables and line items
- Preparation interviews with participants, Workshop design and agenda, Facilitation, per workshop day, Materials and room kit, Written summary of results and agreed actions: specify the planned quantity and delivery scope for each item.
- Preparation interviews with participants
- Say how many interviews there are, how long each one is, and that what participants say is reported without names.
- Workshop design and agenda
- Describe what the design delivers, such as an agenda with timings and methods, and how many rounds of changes the client gets.
- Facilitation, per workshop day
- Give the hours of each workshop day and the group size the design assumes; a much larger group needs a second facilitator.
- Materials and room kit
- List materials such as cards, posters and markers, or the online whiteboard set-up for a remote session.
- Written summary of results and agreed actions
- Say when the summary is delivered and what it contains: decisions, open questions and actions with owners.
- Assignment and inputs
- Identify the subject, source versions, and the inputs the client will supply with their due dates.
- Time and completion basis
- State the hourly or fixed-fee basis, meeting allowance, output format and review rounds.
- Scope to agree
- Price preparation, facilitation days and the written summary separately, say how many participants the design assumes, and leave venue and catering to the client unless agreed.
Before sending
- Does “Preparation interviews with participants” say what is included and what quantity the price assumes?
- Would the customer read “Workshop design and agenda” the way you do, including what it leaves out?
- Can you still honour the price of “Facilitation, per workshop day” on the last day the quotation is valid?
Show 5 more
- Does “Materials and room kit” say what is included and what quantity the price assumes?
- Would the customer read “Written summary of results and agreed actions” the way you do, including what it leaves out?
- Check whether meeting preparation and follow-up revisions are included in the fee.
- Name the person who can approve additional research or a change in scope.
- Check quote validity, the customer approval method and payment milestones.
Worked example: a two-day strategy offsite
The figures are an example, with an example tax rate of 8%. A facilitator quotes six preparation interviews, the workshop design, two days of facilitation for a leadership team of twelve, the room kit and a written summary.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Preparation interviews with participants | 6 × $120.00 | $720.00 |
| Workshop design and agenda | 1 × $900.00 | $900.00 |
| Facilitation, per workshop day | 2 × $1,600.00 | $3,200.00 |
| Materials and room kit | 1 × $250.00 | $250.00 |
| Written summary of results and agreed actions | 1 × $700.00 | $700.00 |
| Subtotal | $5,770.00 | |
| Sales tax (8%) | $461.60 | |
| Total | $6,231.60 | |
The five lines come to $5,770.00; tax at 8% is $461.60; the quotation total is $6,231.60. The venue and catering are booked by the client and are not in this total.
Common mistakes on a facilitation quotation
- Quoting only the day rate, so preparation and the summary look like free extras.
- Designing for twelve people and facilitating thirty without changing the price.
- Bringing up the cancellation rule only after the date has been cancelled.
- Promising outcomes, such as an agreed strategy, that depend on the participants.
What the document must show
These details make a quotation easier to approve and to file.
- Your business name, address and registration or tax number
- The customer's name and address
- Issue date and a document number you do not reuse
- Each line item with quantity, unit price and amount
- Tax shown separately from the net amount, and the total payable
- Payment terms: due date, bank details or accepted payment methods
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
Frequently asked questions
The client wants to add a third day. How is it priced?
At the same day rate, plus some extra design time if the third day needs its own agenda. Because the day rate has its own line, the change is easy to show.
Should travel and accommodation be in the quotation?
If the workshop is away from your base, list travel and hotel on separate lines, at cost or as a flat amount agreed in advance, so the facilitation fee stays comparable.
What if the workshop is cancelled close to the date?
State a cancellation rule in the notes, for example that preparation already done is billed and part of the day rate is due within a set period. Say it before the client accepts.
Can the same template quote an online workshop?
Yes. Replace the room kit with the online whiteboard set-up, and consider shorter sessions over more days, since long online sessions tire participants faster.
How is tax calculated on this template?
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
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.
Read next
Reading for the Workshop facilitation quotation template: 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.