Quotation format for event planners
An event quotation has many line items, so grouping them by function keeps it readable and easy to approve. Here is a free quotation format built for event and wedding planners. Download it in Excel, Word or PDF, or copy the sample below.
Sample quotation format for event planners
Quotation
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Venue coordination and planning fee | 1 | ₹60,000 | ₹60,000 |
| Decor and lighting | 1 | ₹1,50,000 | ₹1,50,000 |
| Catering, 300 guests | 300 | ₹650 | ₹1,95,000 |
| Entertainment and sound | 1 | ₹50,000 | ₹50,000 |
- Subtotal
- ₹4,55,000
- CGST 9% + SGST 9% (same state)
- ₹40,950 + ₹40,950
- Total
- ₹5,36,900
Sample figures only. 18% GST is shown as a typical rate for services; use the rate that applies to you. For another state, charge IGST instead of CGST and SGST.
The Excel file has working formulas, so you can change the quantities and rates and the totals update.
What to put on a quotation format for event planners
Along with the usual header, numbering, dates and totals, event planners should add:
- Event name, date and venue
- Guest count the price is based on
- Advance already received
- Vendor or decor sub-totals
Tips for event planners
- Base catering on a guest count and say what happens if the count rises.
- Name what is included in decor so there are no surprises on the day.
- Set a payment schedule, such as 40% to confirm the date, 40% a week before, 20% after.
Stop retyping this every time
FINTY keeps your clients and items, numbers every quotation, adds CGST, SGST or IGST for you and sends the PDF on WhatsApp. Free plan available, with a 30-day trial of everything.
Start freeAlso: GST calculator · HSN and SAC finder
Questions
How detailed should a wedding quotation be?
Detailed enough that the client can approve each part. Group items by function and show the guest count the prices assume.
Is a quotation different from a proforma or tax invoice?
Yes. A quotation is an offer with a price and is not a demand for payment. A tax invoice is issued when you supply the goods or services and is the document used for GST.
Can I create this in FINTY?
Yes. FINTY numbers your documents, adds the right CGST, SGST or IGST, keeps your client list and sends the PDF on WhatsApp. There is a free plan and a 30-day trial.