Free Party Rental Quote Template & Generator
A rental quote is an inventory list with a clock on it. This one records the venue, the event date, the delivery and pickup windows, and every item by size, color and count, then prices the labor apart from the goods: delivery, a Friday install crew, a Sunday teardown crew. The damage waiver, the refundable security deposit, and the weather and access assumptions each get their own line, because those are what the return count gets argued over.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Frame tent rental | 1 | $1,450.00 | $1,450.00 |
| Tables and chairs package | 1 | $980.00 | $980.00 |
| Delivery, setup, and pickup | 1 | $425.00 | $425.00 |
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Use-case checklist
What to include in a party rental quote
Everything on a rental quote is coming back, and the disagreement is always about what came back and in what condition. A quote that says "15 tables, 120 chairs" and stops there leaves you counting linens in the dark on a Sunday with no agreed size, color or quantity to check against, and a customer who is certain they returned everything. Access is the other one. A crew that priced a ground-level install on turf and arrives at forty feet of stairs and a locked gate loses the afternoon, and that overtime comes out of the job. Naming the sizes, colors, counts, setup diagram and access route, and saying what the damage waiver does and does not cover, is what turns the deposit release into a count instead of a negotiation.
- customer, venue, event date, and rental period
- item descriptions, sizes, colors, and quantities
- delivery, setup, teardown, and pickup
- cleaning, damage waiver, and security deposit
- weather, access, cancellation, and overtime terms
Example starting lines
| Description | Qty | Rate |
|---|---|---|
| Frame tent rental | 1 | $1,450 |
| Tables and chairs package | 1 | $980 |
| Delivery, setup, and pickup | 1 | $425 |
Complete it cleanly
Confirm venue, event date, delivery and pickup windows, item counts, colors or sizes, setup diagram, stairs or distance, weather plan, cleaning, damage waiver, security deposit, and cancellation schedule.
How to make a party rental 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 party, tent, table, linen, and event-rental companies. 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 party rental lines
Replace each sample line with the real work or goods. Make sure the document shows customer, venue, event date, and rental period, item descriptions, sizes, colors, and quantities, delivery, setup, teardown, and pickup.
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
Confirm venue, event date, delivery and pickup windows, item counts, colors or sizes, setup diagram, stairs or distance, weather plan, cleaning, damage waiver, security deposit, and cancellation schedule. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
A 120-guest backyard wedding: tent, seating, linens, Sunday teardown
Lantern Event Rentals quotes Priya Shah on Apr 8, 2026 for a 120-guest backyard wedding on Saturday June 13, 2026, with Friday afternoon install on level turf and Sunday morning teardown at a private residence with driveway access.
- 20 × 40 ft white frame tent, staked on turf, one unit
- $1,450.00
- 8 sidewall panels (3 clear, 5 solid white) at $65.00 each
- $520.00
- 15 × 60-inch round tables at $12.50 each, 120 fruitwood folding chairs at $3.25 each
- $577.50
- 15 ivory 120-inch round cloths at $16.00 each, 130 sage napkins at $0.85 each
- $350.50
- 6 strands of cafe lighting, 120 ft total, at $38.00 each, plus one 15 × 15 ft oak parquet dance floor at $575.00
- $803.00
- Delivery and pickup $285.00, Friday install 4 techs × 3 hrs at $45.00, Sunday teardown 3 techs × 2 hrs at $45.00
- $1,095.00
- Damage waiver at 9% of the $3,701.00 in rental lines: covers accidental damage, not loss or theft
- $333.09
- Sales tax, illustrative for this example only: 6.5% applied here to the rental lines and the waiver (see the note)
- $262.22
- Quote PR-3318 total: 25% ($1,347.83) reserves the June 13 date, balance $4,043.48 due June 6
- $5,391.31
- Refundable security deposit, held separately from the total and released after the return count
- $500.00
The damage waiver does not cover what never comes back. Say that on the quote: accidental damage to items that are returned is waived, missing linens, chairs and sidewall panels are billed at replacement cost off the return count, and the deposit releases only once that count is done. Treat the tax line as illustrative in both halves. The 6.5% rate is an example, and so is the decision to apply it to the rental lines and the waiver. Which items are taxable at all, including delivery and install labor, and at what rate, differ by jurisdiction, so confirm yours with your state revenue department or your own tax adviser before you send a quote.
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
What should the damage waiver actually cover on a rental quote?
Define it narrowly and in writing, because customers hear "waiver" as "insurance." The version priced above at 9% of the $3,701.00 in rental lines covers accidental damage to items that are returned, a scorched linen or a chair with a cracked slat. It does not cover items that never come back, damage from misuse such as a tent moved by someone other than your crew, or weather damage to an installation the customer declined to have weighted. List those exclusions on the quote rather than in a policy nobody opens. How damage waivers are treated, and whether you may charge one the way this example does, varies by state, so have your own wording reviewed rather than borrowing another company's.
Should the security deposit be part of the quote total?
Keep it on its own line outside the total, as the $500.00 is here, so the customer does not read $5,891.31 as the cost of the event. Say what the deposit is for, that it is refundable, what triggers a deduction, and when it releases. "After the return count" is better than a fixed number of days, because the count is the thing you control. If you hold it by card authorization rather than a payment, say that too, since the two appear very differently on a customer's statement.
What should a rental quote say about rain on the event date?
State the plan and the price before June 13 arrives, not on the morning of. The quote should say whether the tent installation proceeds in rain, when a wind or weather call is made and by whom, and what a sidewall addition or a last-minute flooring change would cost. A customer who assumes free adjustments is expecting you to hold inventory they never reserved. Write plainly that weather does not suspend the cancellation schedule unless you choose to say otherwise.
How do I quote access and site conditions for a residential install?
Write down what you assumed, because the crew's morning depends on it. This quote assumes driveway access, level turf, a stake-in installation with no underground utilities in the tent footprint, and a carry distance under 100 feet. Add that stairs, gravel, slopes, locked gates or a surface that needs weights instead of stakes are re-quoted before install. Then verify the footprint before the truck loads. A 20 by 40 tent needs clearance well beyond the fabric for stakes and guy lines, and a few photos from the customer showing overhead limbs, the septic field, the irrigation heads and the fence line tell you more than any description over the phone.
Who supplies power for the cafe lighting and the dance floor, and what should the quote say?
Say what you are plugging in and what you are assuming is already there, because a residential backyard was never wired for an event. Six strands of cafe lighting is a modest load on its own, but it lands on the same house circuits as the caterer's warmers, the band's backline and whatever the photographer brings, and the first breaker trip happens during dinner. Write down which outlets or circuits the install assumes, how far the run is from them, whether you are supplying distribution and cable ramps or the customer is, and that a generator, if the combined load needs one, is a separate line quoted once somebody has added the load up. Get the caterer's and the band's power requirements in writing ahead of the date, and have a licensed electrician or your generator vendor confirm the total, because that is not a number to eyeball from the back of a truck.
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