This is a free corporate event quote template for the planner's side of the table: strategy and run-of-show, project management by the hour, the vendor block from AV to room blocks, the attendee experience lines procurement always asks about, and on-site staffing priced people-times-hours. It covers conferences too, because a conference is a corporate event that outgrew its lunch. Load it in the builder, delete what this event doesn't need, and price the rest.
Corporate clients buy legibility. The stakeholder forwarding your quote to finance needs every number to have a name, and the AV coordination line does more sales work than the deck ever will. Vendor lines carry your cost and the client price, which is where planning margin actually lives, and the wrap report has its own line because the debrief is work, and work that isn't a line is a gift.
Every section below loads into the builder exactly as listed. This is the actual checklist, not a preview of one. Delete what your job doesn’t need and price the rest.
Strategy and the run-of-show, project management by the hour, venue sourcing and contracting, and budget management as its own priced discipline.
AV and production, catering coordination, speaker and talent logistics priced each, transportation and room blocks, and staging, each line with your cost underneath.
Vendor lines carry your cost and the client price.
Registration and check-in, badges and signage priced each, swag per person, and the agenda app someone has to populate the night before.
Coordination staff priced people-times-hours, the rehearsal and tech check, and strike with a wrap report, because the debrief is billable work.
Staff price people × hours via the multiplier.
Open it in the builder and the event is already structured: strategy, vendors and logistics, attendee experience, on-site. Delete what this event doesn't need. A fifty-person offsite trims to six lines before the kickoff call ends.
Put in your rates and what each line costs you: your project hours, the vendors underneath each coordination line, the on-site staff. The P&L updates while you type, so the percentage-of-budget deal reconciles against real numbers.
Export a clean client quote: services, vendors, prices, one total. It's generated from a copy that never held your costs, margins, or internal notes, so there is nothing in the file to scrub and nothing for procurement to find.
The full guide (units, tax math, deposits, exports) lives on the Help page. It’s genuinely thorough. We’re as surprised as you.
Four sections: planning and production (strategy and run-of-show, project management hours, venue sourcing, budget management), vendors and logistics (AV and production, catering coordination, speaker logistics priced each, transportation and room blocks, staging), attendee experience (registration, badges and signage, swag per person, the agenda app), and on-site staffing priced people-times-hours through strike and the wrap report. Conference work uses the same document with more of everything.
Flat project fees commonly run $3,000 to $10,000 and up: a fifty-person event typically lands at $1,500 to $3,000 and a one-to-three-hundred-person event at $3,000 to $8,000 or more, with large conferences at 10 to 15 percent of budget or $10,000-plus flat. Hourly rates run $100 to $250. Flat pricing is the most common model, which is exactly what an itemized quote supports: the flat number, justified line by line.
Usually both, in that order of effort. The proposal is the pitch, the story, the theme; the quote is the priced scope finance actually approves, and it's the document that gets forwarded. This template produces the quote: itemized services, vendor lines, staffing, one total. Attach it to whatever narrative wins the room, and let the numbers hold up under the person who reads only numbers.
Yes, actually free. The builder runs without an account, and the free plan includes every export: client PDF, Excel, CSV, an internal budget export, and a read-only share link that carries a client-safe copy inside the link itself. A free account adds one cloud-saved estimate. Pro is a one-time purchase, not a subscription: your branding on client exports, no Estimatery footer, unlimited cloud saves, and a Saved Items catalog for the event lines you quote every quarter.