Free Event Planning Quote Template & Generator
A planning quote covers your time, not the event's cost, and it has to make that split obvious. This one prices the planning fee, the vendor management work by vendor count, the design and floor-plan deliverable, and the hours your team is physically on site, then lists the catering, rental, floral, and photography budget separately as costs the client contracts and pays directly. Meeting allowance, overtime rate, and retainer terms sit on the same page.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Planning and vendor coordination | 1 | $2,200.00 | $2,200.00 |
| Event-day coordination | 10 | $95.00 | $950.00 |
| Assistant coordinator | 8 | $45.00 | $360.00 |
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Use-case checklist
What to include in a event planning quote
Planners get compared against a number that was never their fee. A couple looking at $40,515 and a planner's logo at the top will tell their parents the planner costs forty thousand dollars, and the referral you needed never happens. The second risk is contractual rather than perceptual: if the quote does not say who signs the vendor agreements and whose card the deposits go on, a planner ends up personally exposed on the deposit for a $4,800 floral contract for an event that gets postponed. Splitting $11,615 of planning fees from a $28,900 client-paid vendor budget, and naming who signs what, fixes both in one document.
- event date, venue, and expected attendance
- planning and coordination scope
- included meetings and event-day hours
- vendor and rental responsibilities
- deposit, cancellation, and overtime terms
Example starting lines
| Description | Qty | Rate |
|---|---|---|
| Planning and vendor coordination | 1 | $2,200 |
| Event-day coordination | 10 | $95 |
| Assistant coordinator | 8 | $45 |
Complete it cleanly
Define the event size, planning period, meeting allowance, vendor count, rehearsal or event-day hours, and deliverables. Identify deposits paid to third parties and who is responsible for signing vendor contracts.
How to make an event planning quote in 6 steps
Open the quote generator
Start from this page so the quote opens with fields and sample lines already set up for event planners and wedding coordinators. No account is needed to create or preview.
Enter both parties
Add your business name, address and contact details, then the customer name and address exactly as they should appear on the record.
Add the event planning lines
Replace each sample line with the real work or goods. Make sure the document shows event date, venue, and expected attendance, planning and coordination scope, included meetings and event-day hours.
Check the figures
Totals calculate as you type. Confirm quantities, rates, any tax line and the final total against your own records before you send anything.
Set the reference and dates
Give the quote a unique number and the correct date so it can be traced later and matched to related documents.
Review and download the PDF
Define the event size, planning period, meeting allowance, vendor count, rehearsal or event-day hours, and deliverables. Identify deposits paid to third parties and who is responsible for signing vendor contracts. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
Full planning for a 140-guest barn wedding, fees split from the vendor budget
Marrow & Vine Events quotes Priya Raghunathan and Tom Esler on Sept 16, 2026 for full planning of a May 30, 2027 wedding at Stonefield Barn, 140 guests. Marrow & Vine sources and manages vendors; the couple signs and pays each vendor directly.
- Full planning fee: Sept 2026 through event day, budget build, timeline, and vendor sourcing
- $6,500.00
- Meeting allowance: 10 planning meetings, 1 venue walkthrough, and a 90-minute rehearsal; extra meetings $150.00/hr
- Included
- Vendor management: 9 contracted vendors at $175.00 each, covering brief, scheduling, and day-of liaison
- $1,575.00
- Design and layout: floor plan for 14 tables, a tabletop mockup, and a printed signage schedule
- $900.00
- Event-day coordination: lead planner 9:00 a.m. to 11:00 p.m. (14 hrs) plus 2 assistants 2:00 p.m. to 11:00 p.m. (9 hrs each), 32 staffed hours
- $2,640.00
- Overtime past 11:00 p.m. at $185.00/hr per staff member, invoiced after the event only if used
- $0.00
- Total planning fees payable to Marrow & Vine Events
- $11,615.00
- Vendor budget estimated and paid by the couple directly: catering $14,700, rentals $5,200, florals $4,800, photography $4,200
- $28,900.00
- Retainer due at signing (40% of planning fees); balance of $6,969.00 in 3 installments of $2,323.00
- $4,646.00
- Total estimated event budget, planning fees plus client-paid vendors
- $40,515.00
The vendor figures are estimates from current proposals, not prices Marrow & Vine can hold. Every vendor contract is signed by Priya and Tom, and every vendor deposit goes on their card, which is the line planners most often leave off and most often regret.
When this document is the right choice
Use this quote to present a fixed proposed price before work begins. A quote is best when scope and price are defined. Use an estimate instead when hidden conditions or an unfinished scope can materially change the final cost.
Frequently asked questions
Should vendor costs appear on my planning quote at all?
Show them, but never inside your fee total. A client needs the whole picture to decide whether the event is affordable, and leaving the $28,900.00 off means they discover it in four separate conversations. The safe structure is the one in the example: your fees subtotal on their own line, the vendor budget clearly labeled as estimated and paid by the client directly, and only then a combined figure. Label it estimated every time, because floral and catering proposals move.
Who should sign the vendor contracts, the planner or the client?
Say so explicitly on the quote either way, because the default assumption is whatever is convenient in the moment. In the example the couple signs each of the nine vendor agreements and pays each deposit on their own card, so a postponement is negotiated between them and the vendor. A planner who signs in their own name may be taking on the cancellation exposure personally, and that is a decision to make with an attorney rather than by accident on a Tuesday afternoon.
How many planning meetings should the fee include?
A number, not an adjective. Ten meetings plus a walkthrough plus rehearsal, as in the example, is checkable; "unlimited communication" is how a nine-month engagement turns into a second job. Price the overage on the same line, $150.00 an hour here, so a couple who wants a fourteenth meeting can simply have it. The allowance also gives you something neutral to point at when the meeting cadence quietly doubles in the final eight weeks.
The reception may run late. Whose clocks does that start?
More than yours, which is the part couples never see coming. The venue, the band, the bar, and the rental pickup each have their own end time and their own late charge, and in the example all four are contracted and paid by the couple directly, so a midnight finish reaches them from four directions at once. Your line is the one you control: $185.00 an hour per staff member past 11:00 p.m., invoiced after the event. Collect the other end times from each vendor contract and put them next to yours, so an extra hour is a decision made with the whole number visible rather than a set of invoices discovered in June.
When does the day-of timeline get locked, and who receives it?
Name a date on the quote and count backward from the vendors who need the most notice. The example's nine vendors each have a load-in window, and catering, rentals, and florals cannot all reach a barn driveway at the same hour, so the timeline is a scheduling document long before it is a ceremony document. A workable shape is a draft after the walkthrough, a locked version two weeks out sent to every vendor and to the couple, and any change after that routed through you rather than the couple texting a vendor directly. The rehearsal is where you find out which part of it nobody read, which is why it sits inside the meeting allowance rather than outside it.
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