Free Event Planner Quote Template
Event planners quote before starting because the scope of a 50-person corporate conference differs entirely from a 300-person gala dinner. A quote distinguishes planning and coordination fees from vendor costs so the client understands their total budget across all categories.
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What should an event planner put on a quote?
An event planning quote sets out the planned coordination and the fee before the event, such as full-day coordination, venue booking, and vendor management. List each service and whether it is a fixed fee or a percentage, and note that vendor costs are separate. The figure stays an estimate until accepted.
Typical line items
- Event coordination and planning (full day event)
- Venue research, shortlist, and booking
- Vendor coordination and briefing
- Run sheet and timeline creation
- On-site management on the day
- Budget tracking and reporting
- Vendor costs (passed through, separate)
- Travel and expenses (estimated)
How the work is charged
Event planners usually quote a fixed fee for a defined package, sometimes a percentage of the event budget, with vendor costs passed through. Day-of coordination is priced separately.
Payment terms and deposits
A quote commonly proposes a deposit to secure the date, with stage payments through the planning and a balance before the event. The fee holds for a stated period and is an estimate until accepted.
Tax and compliance
If you are registered for sales tax or VAT, show it as a separate line with your registration number. Vendor pass-through charges carry their own tax treatment, so confirm what applies to the event.
Frequently asked questions
How much does an event planner charge?
Event planners charge €1,500 to €5,000 in planning fees for a corporate event with 50 to 200 attendees. Full-service event management including on-site staffing for a major conference runs €5,000 to €20,000 in planning fees alone. Some planners charge a percentage of the total event budget: typically 10% to 20%.
What does an event planning quote include?
Break down the planning fee (pre-event coordination), production management (vendor briefings, run-of-show), and on-site staffing (event manager, support staff). List vendor costs separately as pass-throughs: venue, catering, AV, florals. Clients should see the planner's fee clearly separate from vendor spend.
Do event planners take commission from vendors?
Some do. If you receive referral commissions from caterers, venues, or florists you recommend, declare this in the quote. Many corporate clients specifically require a no-commission model. If you operate on commissions, your planning fee should be lower; if not, your fee reflects full impartiality. Be explicit either way.
Related quote templates
Read the complete quoting guide to see how to price a job and turn an accepted quote into an invoice.
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