Events may come and go but they leave you with memories worth sharing with your friends and families. But behind the scenes, an event deals with hectic preparations, erratic challenges, and strict monitoring. So to make events worthwhile, plan them accordingly. And one of the most significant parts of event planning is to determine the budget for the venue, equipment rental, catering service, etc. How do you present the underlying prices in the most detailed and organized manner? Use event quotations which you will learn more about below.

Event Quotation Template

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Size: A4, US

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Event Planning Quotation Template

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Event Planner Quotation Template

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Size: A4, US

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Event Photography Quotation Template

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Size: A4, US

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Music Event Quote Template

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Wedding Event Quotation

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  • PDF

Size: 90 KB

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Request for Quotation for Photography Event

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  • PDF

Size: 279 KB

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Event Company Quotation

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  • PDF

Size: 525 KB

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Event Organizing Request for Quotation

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  • PDF

Size: 224 KB

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Quotation on Inspection Event

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  • PDF

Size: 9 KB

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Event Quotation for Equipment

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  • PDFmitn.info

Size: 7 KB

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What Are Event Quotations?

An event quotation is an official document that a business representative must give to an event organizer or host to pay for the prices involved in an event. Expect the quotation to give the total breakdown of how much the items, services, products, materials, and labor are for events. Because as a client, you would naturally want to know where your money is going and how it will be distributed to make the event a success.

How to Create an Event Quotation

While an event quotation is already clear to you, how about making the quotation itself? Don’t worry since the process is quite easy, especially when we listed sample templates which you can download already, as seen above. And to ensure your document really pays off, kindly follow these five easy steps:

Step 1: Meet and Negotiate with the Client

Avoid making an event quotation without knowing your client very well yet. As an organizer, you would want to please your client, meaning you ensure the event quotation’s details would meet the client’s expectations. Hence, set up a meeting and ask what the client wants. That way, you can slowly tailor the event quotation with the best prices, promos, and other information that interest customers.

Step 2: Identify the Event Involved

What is the event involved in the first place? Is it a birthday party, business seminar, or perhaps, a wedding? Note it down. That way, you won’t struggle at creating an event quotation. It would be a huge mistake to create a year-end party event quotation when the main purpose is supposed to be a private gala. Hence, that no longer meets the event’s goal.

Step 3: Label the Necessary Details in a Template

Now look for a template from our sample event quotations above. You will slowly insert the important details in your chosen template from the title, relevant categories, and other ways to organize the details inside. Allow our sample templates to guide you on how that will be finished. In fact, you need not begin from scratch since some parts are premade already. Just fill in the missing details.

Step 4: Insert the Cost Breakdown and the Total

Just like a price list, the most essential part of your event quotation is to write the breakdown of costs, including the total amount. Identify everything to pay from the hotel rate, photoshoot, band, catering—you name it. Be sure you arrange the breakdown clearly too. An example is to put a price with its corresponding item beside it. Thus, it won’t be mistaken for another item’s price. The best way to organize the breakdown is to input tables and charts. But your labels must be specific enough to avoid confusion.

Step 5: Close with a Signature

Close the document with the client’s signature. So as the client signs it, there is a clear agreement that they attest to the cost breakdown or total package amount. Another task would be to determine how to send the quotation. Will you use a printed document or via email? Also, add a design or any embellishment if necessary. And once you are confident with everything, launch the event quotation.

FAQs

Why is an event quotation important?

An event quotation is essential to provide clients the full information of the cost breakdown; thus, giving them enough detail about everything they spent on. Many event organizers and businesses in a similar field even give the quotation as a proposal sample in which customers can learn about a company’s event packages, promos, and more. Most importantly, the document is useful for reference purposes. Hence, you won’t need to ask for the event’s prices as it is written in a quotation.

What are the most crucial details for a quotation?

Yes, you can decide whatever detail to input in a quotation. But generally, you cannot ignore these three major details for your quotation:

  • Breakdown of costs – This important part is where you place all the needed costs and information on what the event package contains when giving the costs to the client.
  • Contact details – Incorporate your contact details for customers to refer to if they have possible concerns or, perhaps, they want to refer someone to you.
  • Client’s signature – This section is where your client should sign agreeing to the breakdown of costs given and the total amount for the package.

Who uses quotations?

Anyone could use a quotation. But some of the common examples that would really use quotations are sales specialists, event organizers, engineers, and catering services.

It is clear that an event quotation is one of the comprehensive tools that can really make or break an event. And if you want more references in crafting quotations, not only for events but also other examples, we have just the templates you are looking for. Download from our collection of sample templates now!

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