Sound & Lighting Quote Template
Event AV companies get asked for “a couple of mics and some lights” and then arrive at a 300-seat ballroom with one shared circuit. Quote the kit list, the crew and their hours, and the venue conditions you priced against, so the job on the day matches the job on paper.
No sign-up. Totals, tax and deposit are worked out for you; print it or save it as a PDF.
Free download (no sign-up): Excel / Word
This quote as a file you can fill in and send: the line items below, with amounts, tax and the total worked out by formulas.
How to use this file
- Download it and open it in Excel, Google Sheets, Numbers, Word or Google Docs.
- Put in your business details and the client, then replace the example lines and prices with your own. In Excel, amounts, tax and the total update as you type.
- Check the payment terms, then save it as a PDF and send it to the client.
Example line items
| Item | Unit | Qty | Example price |
|---|---|---|---|
| PA system (2 tops, 2 subs, 4 wireless mics) | day | 1 | 600–1,800 |
| Digital mixing console and stage monitors | day | 1 | 250–700 |
| Lighting rig (12 LED wash fixtures, 2 truss towers, DMX desk) | day | 1 | 500–2,000 |
| Sound engineer / lighting operator (10-hour call) | person | 2 | 400–800 each |
| Truck, load-in, setup and strike | job | 1 | 300–1,200 |
| Power distribution or generator | day | 1 | 200–900 |
Amounts are examples before tax, not price advice. Add sales tax or VAT where it applies.
What to put on the quote
- Kit list by model or class: speakers, mic count (wired or wireless), console, fixtures and control.
- Crew roles, call time, show hours and the time overtime starts.
- Load-in window, loading dock, stairs or freight elevator, and how long the venue allows for strike.
- Power needed (circuits and amps), who supplies it, and cable runs or a generator outdoors.
- What the client brings: playback laptop, slides and video files, band backline, stage and drape.
Common mistakes
- Pricing from the guest count without asking the venue about power, curfew and the loading route.
- A 10-hour crew rate with no overtime line, then a rehearsal that runs into the evening.
- No rain cover or spare mics budgeted for an outdoor show.
- Getting the band’s input list and stage plot at load-in instead of a week before.
Deposit, balance and validity
A 30–50% deposit to book the date holds the gear and crew; the balance is due on the show day, or within 14 days for corporate accounts. Time past the call is billed per crew member per hour, and cancellations inside 7 days owe the full rental. Quote valid for 30 days.
Questions people ask
How many wireless mics do we need?
One for each person speaking at the same time, plus a spare. A five-person panel needs five, not one passed down the table.
Can you use the venue’s house system?
Sometimes. House rigs vary and some venues charge for their own technician, so we price a site visit or tech call first.
Why is power a separate line?
Lighting and subwoofers draw more than a wall outlet gives. Without dedicated circuits at the venue, a distro box or generator is needed.
Is the rehearsal covered?
Only the hours on the quote. A sound check or full run-through the day before is its own call.