Event Planning Quote Template
Corporate event budgets have many moving parts. Show production costs, your management fee and a contingency line, so the client can approve changes without reopening the whole budget.
Open this template in the free tool
No sign-up. Totals, tax and deposit are worked out for you; print it or save it as a PDF.
Example line items
| Item | Unit | Qty | Example price |
|---|---|---|---|
| Concept and run of show | job | 1 | 500–3,000 |
| Venue sourcing and contract | job | 1 | Included |
| AV and stage production | event | 1 | 2,000–15,000 |
| Event staff (registration, ushers) | person-day | 6 | 150–300 each |
| Management fee | percent | 1 | 10–20% of production |
Amounts are examples before tax, not price advice. Add sales tax or VAT where it applies.
What to put on the quote
- Date, guest count, venue and format.
- Production items with quantities.
- Management fee basis and contingency.
- Payment schedule, cancellation and force majeure.
Common mistakes
- No contingency line, so every change is an argument.
- Guest count changes not tied to price.
- Cancellation terms that ignore vendor deposits already paid.
Deposit, balance and validity
40–50% on signing to cover vendor deposits, 40% two weeks before, balance after the event. Quote valid for 30 days. Cancellations pass through vendor fees already committed.
Questions people ask
Percentage fee or flat fee?
Both work; a percentage scales with production, a flat fee is easier to approve.
What if guest numbers change?
Set a final number deadline and per-head pricing for changes.
What happens if we cancel?
Committed vendor deposits and your work to date are charged.