Free template
Event Quote Template
An event quote itemizes what the client is paying for — services, rentals, materials, labor, delivery — with a deposit and an approval status, so pricing gets agreed before the work starts. This template is built for decorators, florists, and planners quoting production jobs.
Copy the blank template for Google Sheets or download it as a CSV below — no account needed.
Updated July 2026
Blank event quote template
Start with the event details, then add one row for each service, item, rental, fee, or payment.
| Line item | Category | Qty | Unit price | Total | Notes |
|---|---|---|---|---|---|
| Client name | |||||
| Event name / date | |||||
| Service or package | |||||
| Rental or material item | |||||
| Labor / setup / breakdown | |||||
| Delivery or travel | |||||
| Deposit due | Payment | ||||
| Balance due | Payment |
Filled example quote
Example for a 120-guest wedding decor and floral job.
| Line item | Category | Qty | Unit price | Total | Notes |
|---|---|---|---|---|---|
| Ceremony floral package | Florals | 1 | $3,800 | $3,800 | Arch, aisle florals, personals |
| Low centerpieces | Items | 12 | $160 | $1,920 | Gold compotes, ivory blooms |
| Balloon welcome install | Decor | 1 | $1,250 | $1,250 | Entrance install with signage |
| Delivery and setup | Labor | 1 | $850 | $850 | Includes load-in and styling |
| Strike / breakdown | Labor | 1 | $450 | $450 | Same-night pickup |
| Booking deposit | Payment | 25% | $2,068 | $2,068 | Due to reserve date |
What to include
- Client and event details: client name, event date, venue, guest count, and quote expiration date.
- Line items: services, rentals, materials, design fees, delivery, setup, breakdown, and taxes if applicable.
- Payment terms: deposit amount, balance due date, accepted payment methods, and cancellation terms.
- Approval status: draft, sent, approved, deposit paid, or revision requested.
How to use this template
- Fill in the event details first so every revision is tied to the right client and date.
- Group line items by category so the client can see what they are paying for.
- Separate labor, delivery, and breakdown from materials so margin is easier to review.
- Update the quote status whenever it is sent, revised, approved, or paid.
Common mistakes to avoid
- Quoting only the pretty items and forgetting labor, delivery, breakdown, or emergency supply runs.
- Mixing internal cost notes with client-facing prices in the same field.
- Sending a quote without a deposit deadline or expiration date.
- Letting quote revisions live in email instead of updating the source template.
Quotes that become the job — not another spreadsheet.
Built for party decorators and event stylists who run events for clients. The spreadsheet quote dies the moment your client approves: the real decor list, crew tasks, and costs start over somewhere else, and margin drifts where nobody sees it. In Plan Event the quote lives on the job — draft, shared, approved — exports as a client-ready PDF, and sits beside the decor, expenses, and crew work it pays for.
- Itemized lines with deposit and balance due
- Draft → shared → approved status per quote
- One-click client-ready PDF export
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FAQ
Is this quote template the same as an invoice?
No. A quote helps the client approve scope and pricing before the job is final. An invoice is usually used after approval to request payment.
Should labor be included as a separate line item?
For internal planning, yes. You can decide whether to show it separately to the client, but tracking labor separately helps protect margin.
Can I use this for weddings and corporate events?
Yes. The structure works for weddings, showers, corporate events, styled installs, parties, and other event production work.