Quotation Template for Event Companies
Free quotation template built for events and equipment hire
100% free. Runs entirely in your browser - your files and data never leave your device and nothing is uploaded to any server.
From
Your Business
#0001
| Description | Qty | Price | Amount |
|---|---|---|---|
| 1 | $0.00 | $0.00 |
Valid for 14 days; the date is held tentatively until a deposit is received. Final numbers and add-ons are confirmed 7 days prior.
Your work is kept on this device as you type - it will not appear on other devices. Sign in to keep quotes in an account.
Page
“Fit to content” ends the page where your quote ends, with no blank paper underneath, and lets you set the margins below. Switch to A4 or US Letter when you need a standard sheet for printing or filing.
Your business
Prepared for
Details
Table columns (drag to reorder, rename, or add your own - up to 8)
Items
Font
Each template ships with its own typography. Pick a font here to override it everywhere on the page.
Corner style
Rounds or squares the boxes on the page - badge, info cards, table header, totals, notes and payment box. Template keeps each design's own corners.
Page margins (in points; 48 is about 12.7 mm)
Event and equipment hire quotes
An event hire quote has to cover logistics as well as kit: when it arrives, who sets it up, what power it needs and what happens if it rains. This quotation template for event companies and equipment hire businesses lists each item with quantity and hire period, delivery and collection windows, crew, the damage deposit and the terms that make the day run smoothly. The sample prices a venue and a sound and lighting package, the core of most corporate event quotes.
How to use this tool
- Open the event quoteThe Events & Rentals pack starts with venue hire and a sound and lighting package.
- Plan the logisticsList each item with quantity and hire period, delivery and collection times, crew, power needs and the damage deposit.
- Add weather and cancellation termsState what happens if the event moves or is cancelled, then send it for approval.
Hire period, delivery and crew
- Each item - marquee, staging, sound, lighting, furniture - with quantity and hire period.
- Delivery, set-up, de-rig and collection times.
- Crew numbers and hours, including overtime rates.
- Venue access, parking and load-in restrictions.
- Power requirements and generator hire if needed.
Deposits, damage and weather
State the booking deposit, when the balance is due, and any refundable damage deposit. Outdoor events need a weather clause: what happens to the booking - and the price - if high winds make a marquee unsafe. Add your public liability insurance details; many venues ask for them before allowing suppliers on site.
Key features
- Covers logistics as well as kit: delivery, set-up, crew and collection.
- Damage deposits and weather terms agreed before the day.
- Suits corporate event production, private events and equipment hire.
Common uses
- Marquee and furniture hire companies quoting weddings.
- AV companies quoting conferences.
- Event planners pricing a full-service event.
- Party hire businesses quoting bouncy castles and games.
Tips for better results
- Confirm venue access times before quoting crew hours.
- State a damage deposit and how it is refunded.
- Include a weather clause for outdoor events.
Mistakes to avoid
- Not pricing delivery and collection.
- Ignoring overtime for late finishes.
- No terms for bad weather.
Frequently asked questions
Items and quantities, hire period, delivery and set-up times, crew, power, deposit and balance, damage deposit, weather and cancellation terms.
Many hire companies do, refunded after the kit is returned in good condition.
State your policy on the quote: rescheduling, partial refunds or safety cancellations.
Often, yes - include your public liability cover.