An event planning quotation template should show the client, event, scope, quantities, price, exclusions, payment dates and how long the quote remains open. For a planner, the guest count and hours of work belong beside the price. The copyable version below uses blank naira fields so you can enter your own costs and client prices without presenting an invented fee as a market rate.
This page is the price document. A client proposal can also explain the concept and delivery approach; your quotation should make the financial scope easy to check.
Copy this quotation header
Quotation: [reference and version]
Prepared by: [business name and contact]
Prepared for: [client and main contact]
Event: [type, date, venue and city]
Guest count covered: [number, with children and plus-ones defined]
Work period: [planning period and event-day hours]
Issued: [date]
Valid until: [date]
Currency: Nigerian naira
For several events, identify what each line covers. Guest management for a traditional wedding and a reception may involve different lists even when the same family is paying.
Itemise the work
| Service | Quantity or limit | Unit or package price | Line total |
|---|---|---|---|
| Planning and coordination | [scope and period] | ₦[amount] | ₦[amount] |
| Guest-list collection | [contributors or agreed scope] | ₦[amount] | ₦[amount] |
| Invitations and access passes | [guest count and channel] | ₦[amount] | ₦[amount] |
| RSVP follow-up | [defined follow-up work] | ₦[amount] | ₦[amount] |
| Event-day team | [roles, people and hours] | ₦[amount] | ₦[amount] |
| Other agreed service | [description] | ₦[amount] | ₦[amount] |
| Subtotal | ₦[amount] | ||
| Agreed adjustments and applicable tax | [explain treatment] | ₦[amount] | |
| Total | ₦[amount] |
These are price fields, not suggested charges. Use your own supplier costs, time and commercial terms. Confirm any tax treatment that applies to your business rather than copying a percentage from a sample document.
Put the boundaries immediately below the total
Included: [specific deliverables].
Not included: [venue, catering, printing or other items paid separately].
Assumptions: [guest limit, channels, hours, locations and client inputs].
Payment schedule: [amount or proportion, due date and payment method for each milestone].
Changes: additional work or guest numbers will be priced for the client's approval before it is carried out.
Next step: [how the client requests revisions or proceeds under your agreed business terms].
The purpose is clarity. This operational price template is not a contract drafted for your circumstances or a statement about enforceability.
Check the quotation against the brief
Read the client's answers in your consultation questionnaire. Does every promised service appear in a priced line or an explicit inclusion? Does the team size cover the agreed hours? Have you priced sending invitations again if details change?
If the client adds another event or raises attendance, issue a revised version. Keep the old quote marked superseded and identify what changed. Do not leave two different totals circulating without a version number.
Move from quotation to invoice
A quotation states the price offered for a scope. An invoice requests payment for an agreed amount. Keep the references connected so the client can see which job and milestone they are paying for.
Use the free invoice generator for a browser-made invoice PDF. Comtev's in-app invoicing lets the client pay from a private link through Paystack. The PDF generator and the payment workflow are different tools.
Comtev is free to run; message sends and guest-collection seats are bought at wholesale and you set your client price. See the approved pricing example and the invoicing guide before adding those services to your offer.
FAQs
What should an event planning quotation include?
Include the client and event details, scope, guest limit, quantities, prices, exclusions, assumptions, payment schedule, validity date and quotation reference. Identify revisions clearly.
Is a quotation the same as an invoice?
A quotation offers a price for a scope. An invoice requests payment for an agreed amount. Give each a reference and link them in your records.
Should guest management be a separate quotation line?
If you are delivering it, describe and price the work clearly. State the guest count, invitation channels, follow-up scope and how changes will be handled.