Event Planner Quote Template
An event planner quote commits to one fixed price for a defined scope: here $12,720.00 for plan and run a one-day, 200-person corporate product launch with venue booking, AV and attendee check-in, built from 8 lines with a 50% deposit on acceptance. It is valid for 30 days and has a signature block. Edit it and download the PDF.
Pre-filled for an event planner: plan and run a one-day, 200-person corporate product launch with venue booking, av and attendee check-in. Example prices: replace them with your own.
From
Oak Lane Event Planning
614 Market Street
Springfield, IL 62704
billing@example.com
(608) 555-0114
Quote
Quote for
Alex Morgan
63 Linden Place
Fairview, OR 97024
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Event planning and vendor managementVenue search, contracts, run-of-show, eight weeks | 1 project | $6,500.00 | $6,500.00 |
| Site visits | 2 visit | $200.00 | $400.00 |
| On-site event manager | 12 hr | $85.00 | $1,020.00 |
| Registration and check-in staffThree staff for 6 hours | 18 hr | $35.00 | $630.00 |
| AV coordination with venue technicianStage, two mics, projector, livestream rehearsal | 6 hr | $75.00 | $450.00 |
| Name badges and lanyards | 200 each | $3.50 | $700.00 |
| Directional signage, printed foam boards | 8 each | $65.00 | $520.00 |
| Venue deposit advanced for clientReimbursable at cost, venue receipt attached | 1 each | $2,500.00 | $2,500.00 |
- Subtotal
- $12,720.00
- Quote total
- $12,720.00
Notes
Fixed price for the scope listed. Half of the planning fee up front is common, and planners who would otherwise advance vendor deposits usually ask the client to fund them before the venue is paid. Sign and return to accept.
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Event Planner quote at a glance
| Fixed price | $12,720.00 before tax |
|---|---|
| Scope | Plan and run a one-day, 200-person corporate product launch with venue booking, AV and attendee check-in |
| Valid until | 30 days after the quote date |
| Due on acceptance | $6,360.00 (50%) |
| Due on completion | $6,360.00 |
| Lines quoted | 8 |
What the $12,720.00 event planner quote covers
| Included | Quantity | Price |
|---|---|---|
| Event planning and vendor management (Venue search, contracts, run-of-show, eight weeks) | 1 project | $6,500.00 |
| Site visits | 2 visit | $400.00 |
| On-site event manager | 12 hr | $1,020.00 |
| Registration and check-in staff (Three staff for 6 hours) | 18 hr | $630.00 |
| AV coordination with venue technician (Stage, two mics, projector, livestream rehearsal) | 6 hr | $450.00 |
| Name badges and lanyards | 200 each | $700.00 |
| Directional signage, printed foam boards | 8 each | $520.00 |
| Venue deposit advanced for client (Reimbursable at cost, venue receipt attached) | 1 each | $2,500.00 |
| Quoted price | $12,720.00 |
Quoting event planning at a fixed price
A planning-fee quote should fix the scope of planning work, the number of on-site staff and hours, and explain how vendor costs and any management fee will be invoiced.
The quote turns 30 hours of labour into a fixed $1,650.00; if the job runs over, the event planning company absorbs the extra time, so quote hours you are confident about.
The biggest single commitment is "Event planning and vendor management" at $6,500.00 (51% of the price): name the exact model, grade or deliverable so there is no argument about what was promised.
What is fixed in this quote
- Services: Event planning and vendor management, Site visits and AV coordination with venue technician, fixed at $7,350.00.
- Fees: Venue deposit advanced for client, fixed at $2,500.00.
- Labour: On-site event manager and Registration and check-in staff, fixed at $1,650.00.
- Materials: Name badges and lanyards and Directional signage, printed foam boards, fixed at $1,220.00.
- Anything outside "Plan and run a one-day, 200-person corporate product launch with venue booking, AV and attendee check-in" needs a new quote or a signed variation.
The acceptance block
A quote becomes an agreement when the customer accepts it; leave room at the bottom of quote QUO-7452 for:
- The accepted price, $12,720.00, and the quote number
- Customer name (Alex Morgan in the sample), signature and date
- The deposit due on signing, $6,360.00, and how to pay it
- The last day the price holds (30 days after issue in this sample)
Event Planner pricing tips
- Separate your own fee from reimbursable vendor costs and attach the venue, AV or catering invoice behind each pass-through line, because corporate payables teams reject bundled totals they cannot match to a supplier.
- Put the client's purchase order number and cost center on every invoice; event budgets are often split between departments, and a bill without a PO can sit in a procurement queue for weeks.
- If you charge a management fee on vendor spend, show the percentage and the vendor subtotal it applies to rather than marking up each vendor line without saying so.
- Pass venue attrition or food-and-beverage minimum shortfalls through as their own line with the contract clause quoted, since a final headcount below the room block is a cost the client signed for, not a planner charge.
Quote or estimate for event planning?
Use an estimate when the scope of event planning is still uncertain and the final bill may differ; use this quote when you can commit to $12,720.00 for the exact scope above.
Frequently asked questions
How do I write an event planner quote?
List exactly what is included (8 lines for plan and run a one-day, 200-person corporate product launch with venue booking, av and attendee check-in in the sample), give one fixed price ($12,720.00), the validity period and payment terms, and add a signature block for acceptance.
Is a event planner quote binding once accepted?
Generally yes: an accepted quote is a fixed-price offer for the scope it describes, so extra work needs a new quote or a signed variation. Local contract law decides the details.
Should a event planner quote ask for a deposit?
Half of the planning fee up front is common, and planners who would otherwise advance vendor deposits usually ask the client to fund them before the venue is paid.