Event Management Quotation Format
An event quotation brings together many vendors: stage, sound, lights, decor, anchor, photographer and more. Clients compare event managers mostly on the total, without seeing which items are your own fee and which are vendor costs. A clear quotation separates the two, which builds trust and makes changes easy when the client trims the budget.
This page explains how to structure an event management quotation, with a sample for a corporate annual day for 150 people.
Separate your fee from vendor costs
There are two common ways to charge. In the first, you show a management fee for planning and coordination, then each vendor service at its cost. In the second, you quote each service at a price that includes your margin, without a separate fee. Either is fine. What matters is that the client understands what the management fee covers: concept, vendor booking, run of show, on-site coordination and the team on the day.
If the client may book some vendors directly, such as the venue or caterer, say whether your management fee still applies and how you will coordinate with those vendors.
What to include in an event quotation
- Event details: date, venue, timing, expected guests and event type.
- Stage: size in feet, height, backdrop and its print, and steps or ramps.
- Sound: system capacity, number of microphones, DJ or operator, and duration.
- Visuals: LED wall size and pixel pitch, or projector and screen.
- Lighting: stage lights, ambient and venue lighting.
- People: anchor or emcee, hostesses, performers, and security if needed.
- Decor: entrance, stage flowers, table centrepieces, photo booth.
- Photography and videography: hours, deliverables and timeline.
- Power: generator backup and who arranges it.
Sample event quotation (corporate annual day, 150 guests)
Spotlight Events
Gurugram GSTIN 06ABCDE1234F1Z5 (sample)
QUOTATION
- Quotation No.
- QT/2026-27/014
- Date
- 01 Oct 2026
- Valid till
- 16 Oct 2026
Bill To
Admin Team
Orbit Software Pvt. Ltd., Gurugram
Subject: Annual day event at banquet hall, 6 pm to 10 pm
Swipe the table sideways to see all columns
| # | Item | Qty | Unit | Rate (₹) | GST | Amount (₹) |
|---|---|---|---|---|---|---|
| 1 | Event concept, planning, vendor management and on-site coordination | 1 | Job | 25,000.00 | 18% | 25,000.00 |
| 2 | Stage 24 x 16 ft, 2 ft high, with printed backdrop | 1 | Set | 38,000.00 | 18% | 38,000.00 |
| 3 | Sound system 2 kW with 2 cordless mics and operator | 1 | Day | 18,000.00 | 18% | 18,000.00 |
| 4 | LED wall, P3.9 indoor, 12 x 8 ft | 96 | Sq ft | 140.00 | 18% | 13,440.00 |
| 5 | Stage lighting: par cans and 4 moving heads with operator | 1 | Set | 15,000.00 | 18% | 15,000.00 |
| 6 | Anchor for 3 hours (English and Hindi) | 1 | Nos | 20,000.00 | 18% | 20,000.00 |
| 7 | Registration desk with 2 hostesses | 1 | Day | 6,000.00 | 18% | 6,000.00 |
| 8 | Photography and videography with edited highlights | 1 | Day | 22,000.00 | 18% | 22,000.00 |
| 9 | Decor: entrance arch, stage flowers and table centrepieces | 1 | Lot | 18,000.00 | 18% | 18,000.00 |
Terms & Conditions
- Venue, food and beverages booked by client directly.
- 50% advance on confirmation, 40% two days before, 10% after event.
- Overtime beyond 10 pm as per venue and vendor charges.
- Vendor advances are non-refundable on cancellation within 7 days.
For Spotlight Events
Authorised signatory
Bank / UPI (sample)
Sample Bank, A/c 000123456789, IFSC SAMP0001234
UPI: spotlightevents@upi
Scan to Pay (sample)
Download this format: ExcelWordPDF
Sample for reference only. Rates are typical figures and vary by city and brand. GSTIN, bank and UPI details are made up. GST rates shown are common rates; confirm the current rate for your items with your accountant.
Run of show and responsibilities
Attach or promise a run of show: setup start time, sound check, guest arrival, programme segments and teardown deadline. Many venues charge for overtime, so the quotation should say who pays if setup or teardown runs late because of client delays. Also list what the client must provide, such as presentation files, award lists and guest lists, with deadlines.
For public events with music, some venues ask for music licences or local permissions. Say in your quotation whether you are arranging these or whether the client or venue is.
Payment and cancellation
Event vendors need advances, so your quotation should ask for a booking amount, a larger payment a few days before the event, and the balance on completion. State cancellation and postponement terms clearly, because vendor advances are often non-refundable. For outdoor events, mention a weather backup plan and its cost.
Faster event quotations
Event managers rework the same quotation several times as the client changes the plan. In Quotely Pro you save your standard services and vendor rates, copy a previous event's quotation, drop or add items, and send the revised PDF on WhatsApp in minutes. Take booking amounts with advance receipts. For food and photography, see the catering and photography quotation formats.
Frequently asked questions
What should an event management quotation include?
An event management quotation should include event details, the management fee and what it covers, each service such as stage, sound, LED wall, lighting, anchor, decor and photography with specifications, the run of show, client responsibilities, payment schedule and cancellation terms.
How do event managers charge for their services?
Event managers either charge a separate management fee, fixed or as a percentage of the budget, plus vendor costs, or include their margin within each service price. The quotation should make clear which method is used.
How is an LED wall priced in an event quotation?
LED walls are usually rented per square foot per day, with the rate depending on pixel pitch and indoor or outdoor use. A 12 x 8 ft wall is 96 sq ft. The quotation should state size, pixel pitch and duration.
What payment terms are common for event management?
A common structure is a booking advance on confirmation, a larger payment a few days before the event to pay vendors, and the balance after the event. Cancellation terms should mention non-refundable vendor advances.
Should the venue and food be in an event management quotation?
Only if you are arranging them. If the client books the venue and caterer directly, write that in the quotation and explain how you will coordinate with them on the day.