What goes on a quoteWhat to include in an event quote — and why
A quote has one job: to get a clear “yes” and a deposit. Everything on it should either answer a question the client would otherwise message you about, or protect you if plans change.
- Who, when and where. Your business and contact details, the client’s name, the event date, venue and guest count. A quote without a date is easy to forget; a quote with the venue shows you have thought about access and setup.
- A number and a date. A quote number (Q-1001, Q-1002…) lets you and the client refer to the right version when things change.
- Itemized lines. Each item with a short description, quantity and price. Itemizing makes the price easier to accept and makes changes simple: the client removes a line instead of asking for a discount.
- Discount and tax shown separately. So the client can see what they are saving and what goes to tax.
- The deposit and balance. How much secures the date and when the rest is due. See how much deposit to ask for, and when.
- Validity. A “valid until” date protects you from a client accepting a months-old price after your costs or calendar have changed.
- How to accept. A signature line or an approval link, plus the deposit, turns the quote into a booking.
Example: a balloon decor quote
For a first birthday party: a 12 ft organic garland at $28 per foot ($336), a pair of 6 ft balloon columns ($170), a round backdrop rental ($75), a foil number ($12) and delivery and setup ($60). Subtotal $653. With a 30% deposit, the client pays $195.90 to book and $457.10 two weeks before the party.
Example prices only — work out your own with the balloon garland calculator or the balloon pricing calculator.
Quote, estimate or quotation?
They are the same document with different promises. A quote (or quotation, the more common word in the UK, India and the Gulf) is a fixed price the client can accept within the validity period. An estimate is an informed guess that may change once details are confirmed — useful early on, when the guest count or design is still moving. Use the switch at the top of the builder to label yours correctly, and if you send an estimate, say what could change the final price.
What to list for each event trade
- Event decor and florals: each installation or piece (arch, centerpieces, aisle, signage), rentals you supply, and delivery, setup and takedown as their own lines.
- Balloon decor: garlands by length (quantity = feet or metres), arches and columns by size, backdrops and stands as rentals, foils and delivery. Our guide to balloon garland price per foot explains per-foot pricing.
- Event photography: hours of coverage, a second photographer, sessions, albums and prints, and the gallery or downloads — even when included, so the client sees the value.
- Photo booths: hire hours with an attendant, prints, custom designs, extra hours and travel.
- Party rentals: items with quantities and unit prices, delivery and collection, and any damage waiver or security deposit.
Common mistakes on event quotes
- One total with no breakdown — clients then negotiate the total instead of choosing what to drop.
- No expiry date, so an old price can be accepted after your costs have gone up.
- Leaving out delivery, setup, takedown or travel and absorbing the cost yourself.
- No deposit, or no date for the balance — the booking isn’t really secured. Check your margin with the event profit calculator.
- Terms buried in a separate email. Put the key points on the quote and link your full terms; our guide to cancellation policy wording can help.
- Replying slowly. The first clear, itemized quote often wins the booking.
From template to booked — in Sarvyam
A template is a good start. In Sarvyam, the same quote is generated from your saved packages and prices in a couple of minutes. The client opens a link on their phone, approves the quote, signs your terms online and pays the deposit — and the booking, invoice and payment reminders follow automatically. Start free or see event quotation software.
