Quote template for event vendors.
A good quote for a service job says what the client gets, the date and place, the price broken into clear lines, what is not included, how to book, and how long the price holds. Copy the template below, replace the [Placeholders], and send it as a message, PDF or link.
Updated
Copy this quote.
QUOTE [Quote number]. Date: [Today's date]. Valid until: [Date].
Prepared for: [Client name], [Email or phone]. Prepared by: [Your name and business name], [Contact details].
Event: [Type of event] on [Date] from [Start time] to [End time] at [Venue or city].
WHAT'S INCLUDED. [Package name]: [Short description of the service]. [Item or deliverable 1]. [Item or deliverable 2]. [Item or deliverable 3].
PRICING. [Package or service]: [Amount]. [Add-on 1]: [Amount]. [Add-on 2]: [Amount]. [Travel or setup, if charged]: [Amount]. Subtotal: [Amount]. [Tax, if applicable]: [Amount]. Total: [Amount].
NOT INCLUDED. [Anything that is often assumed but is not in the price, for example: extra hours, venue fees, permits, rentals, changes to the guest count.]
TO BOOK. A deposit of [Deposit amount] and a signed agreement hold the date. The balance of [Balance amount] is due [When]. Reply to this message or use [Link] to confirm. This quote is valid until [Date], after which the price and availability may change.
Thank you for thinking of [Business name]. I'm happy to adjust the package if something here doesn't fit. [Your name]
What makes a quote easy to say yes to.
- Break the price into lines so the client sees what each part costs, and can ask to drop one.
- State what is not included. Most disputes start with a difference in assumptions.
- Give a valid-until date so you are not holding a price or a day forever.
- Offer two or three options when you can, such as a basic and a full package, and make the recommended one clear.
- Make the next step one thing: reply, click or sign. Not three.
Price from costs, time and margin.
Add up what the job costs you: materials, supplies, travel, staff, fees and your prep and clean-up time as well as the time on site. Then add the margin you need so the work pays you for your time and keeps the business running.
If you are not sure whether a job covers its costs, test it with a quick calculation before you send the quote. The vendor break-even calculator helps with this for selling at events.
Send a quote the client can pay online.
- Send quotes and invoices that clients pay online.
- Attach a contract to the quote for the client to sign before they pay.
- Keep each client, quote and message together in one client list.
Common questions.
What should a quote for services include?
The client's details, the event date, time and place, what the service includes, itemized prices, what is not included, the deposit and balance terms, how to book and how long the quote is valid.
How do I write a quote for an event vendor?
Start with what the client asked for, describe your package in plain words, list the price in clear lines, add what is excluded, and finish with one next step. Keep it to a page.
Should I give one price or several options?
Two or three options work well when the job can scale, such as a basic and a full package. Mark the one you recommend. A single price is fine for a fixed service.
How long should a quote be valid?
Long enough for the client to decide, short enough that you are not holding your date or prices open for ever. Choose a window that fits how far ahead the event is, and put the date on the quote.
What if the client asks for a discount?
Offer a smaller package or remove an item before lowering the price of the same service. That keeps your rate steady and lets the client choose what matters most.
Keep reading.
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