Corporate function and conference proposals
End-of-year functions, Christmas parties and planning days priced per guest or per delegate, with AV, a run sheet, approvals on discounts and the company's sign-off.
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QuoteCloud helps venues and hotels send corporate function and conference proposals: canapé packages or a day delegate rate per person, a bar tab with a limit, AV and breakout rooms as lines, and a run sheet or program. Discounts can need approval first on Business, and the client signs and pays a deposit online.
Two sample proposals from a fictional venue, Tidewell Pavilion, overlapping. Behind: the price table of a planning day for Aldergrove Allied Health, 48 delegates on a full day delegate rate of $89, with lapel microphones, a breakout room and networking drinks, $7,090.60 including tax with a 30% deposit. In front: the approval panel of an end-of-year function for Kestrel Analytics, In Review because its corporate rate is over 5%, approved by the functions manager and waiting for the venue manager.
Two corporate bookings, two ways of pricing
A night for 150 priced per guest with a bar tab, and a planning day priced per delegate. Same venue, two templates.
Corporate function proposal
Kestrel Analytics end-of-year celebration
Thanks for considering Tidewell Pavilion for your team's end-of-year celebration, Daniel. We've set the Tidewell Ballroom for 150 guests cocktail-style, with a stage for the CEO's address at 7.30 pm and the harbour deck open all night.
Your end-of-year function · 150 guests
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Food & beverages | $16,212 | ||
Harbour Canapé package10 canapés per guest over the evening
|
150 guests | $58 | $8,700.00 |
Substantial items2 per guest: sliders, bao, risotto cups
|
150 guests | $16 | $2,400.00 |
Bar tab · beer, wine, soft drinksPre-set limit, reviewed with you on the night
|
1 lot | $6,000 | $6,000.00 |
Corporate rate8% off food, for a December Friday booking
|
1 lot | -$888 | -$888.00 |
| Production | $1,640 | ||
AV packageLectern microphone, projector, screen and technician
|
1 lot | $650 | $650.00 |
DJ · 4 hoursFrom 8.30 pm
|
1 lot | $990 | $990.00 |
| Extras Tick to add | |||
| 150 guests | $12 | $1,800.00 | |
| 1 lot | $890 | $890.00 | |
- Subtotal
- $17,852.00
- Tax (10%)
- $1,785.20
- Total
- $19,637.20
- Plus, monthly
- $0.00/mo
- Deposit to confirm the booking (25%)
- $4,909.30
Run sheet Draft
- 6:00 pmArrivals, canapés beginHarbour deck open
- 7:30 pmCEO address and awardsLectern and screen
- 8:00 pmSubstantial items served
- 8:30 pmDJ and dance floor
- 11:30 pmCloseBar tab reviewed with you at 10 pm
Cocktail-style for 150, with a bar tab
Canapés and two substantial items per guest, a bar tab to a pre-set limit, AV for the CEO's address at 7.30 pm and a DJ from 8.30. The run sheet shows Daniel what happens when, and the corporate rate appears as its own line.
- Per-guest lines take the guest count
- Bar tab as a set amount, reviewed with the client on the night
- A photo booth as an extra the booker can tick
Price tables and payments: Essentials and up
Conference day proposal
Aldergrove Allied Health planning day
Here is your planning day for 48 delegates, Marcus: the Chart Room set theatre-style, the Jetty Room as a breakout, catering from arrival coffee to afternoon tea, and the projector and screens ready from 8 am.
Your planning day · 48 delegates
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Day delegate package | $4,272 | ||
Full day delegate rateRoom, arrival coffee, morning tea, working lunch, afternoon tea, standard AV
|
48 delegates | $89 | $4,272.00 |
| AV & rooms | $830 | ||
Lapel microphones & second screenFor the panel session
|
1 lot | $380 | $380.00 |
Breakout room · the Jetty RoomFour hours, set as two pods
|
1 lot | $450 | $450.00 |
| Extras Tick to add | |||
| 48 delegates | $28 | $1,344.00 | |
| 1 lot | $650 | $650.00 | |
- Subtotal
- $6,446.00
- Tax (10%)
- $644.60
- Total
- $7,090.60
- Plus, monthly
- $0.00/mo
- Deposit to confirm the booking (30%)
- $2,127.18
Program Draft
- 8:30 amRegistration and coffee
- 9:00 amSession 1Theatre-style, 48 seats
- 10:30 amMorning tea
- 12:30 pmWorking lunchBreakout pods in the Jetty Room
- 3:00 pmAfternoon tea
- 4:30 pmClose and networking drinks
A day delegate rate, per delegate
One line at $89 per delegate covers the room, arrival coffee, morning tea, a working lunch, afternoon tea and standard AV. Lapel microphones, a second screen and a breakout room sit beside it, with networking drinks ticked as an option.
- Day delegate rate × 48 delegates
- Breakout rooms and AV upgrades as lines
- The program for the day as a run sheet block
Price tables and payments: Essentials and up
A corporate rate, approved before it's sent
Tom offered Kestrel Analytics 8% off food for a December Friday. The venue's rule sends any discount over 5% to review, so TP-2788 waits In Review until Elena and Grace approve it.
Approvers see the whole proposal, the trigger and the log, and approve or decline. Only an approved proposal can go to the client, so corporate rates stay inside your policy without anyone checking a spreadsheet.
- Triggers on discount percentage or total value
- Every named approver can be required
- The approval is kept in the document's history
Approval workflow: Business plan
Approval workflowDocument workflow
In ReviewTriggered when Discount Percentage greater than 5%
- Elena BrooksFunctions managerApproved
- Grace WhitfieldVenue managerWaiting
Must be approved by all approvers before it can be sent.
- Approval request sent by Tom Achebe
- Approved by Elena Brooks
Approval workflow · Business plan
Signed by the booker, and by whoever holds the budget
Corporate bookers rarely sign alone. Add a second signature block for the finance manager or the person who issues the purchase order, and each signs in their own browser with no account. An optional one-time passcode checks who is signing.
A PO number can travel in from your enquiry form as a data item or be typed into the proposal. The 25% deposit is paid through Stripe on signing, and through Zapier, a signed proposal can move the deal to Won in HubSpot.
- Several signers, each with their own block
- Certificate of authenticity and audit trail
- Deposit as a percentage or a fixed amount
eSignatures: every plan · payments: Essentials and up
Deposits and signingAccept, sign and pay the deposit
Daniel Reyes · Head of People & Culture
Signed online · 21 Oct, 10:12 am
Deposit to confirm the booking (25%)
$4,909.30
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Activity
- Approved by Grace WhitfieldCorporate rate over 5%, Business plan
- Proposal openedDaniel Reyes
- SignedDaniel Reyes, Kestrel Analytics
- Deposit paid$4,909.30 via Stripe
- Deal updated in HubSpotThrough Zapier, on the signature
Send your next corporate proposal from QuoteCloud
Free for 14 days, no credit card required. Send us your corporate and conference packs and we'll convert one template for you during the trial.
A corporate enquiry, turned around the same day
Corporate bookers compare three venues on price, AV and dates. The first clear proposal in their inbox has the advantage.
The booker enquires
Company, date, 150 guests, cocktail-style, a bar tab and AV for speeches, from the venue's corporate enquiry form.
Your rules choose the template
Your website or a Zapier or Make scenario chooses the end-of-year template and the Ballroom for 150 cocktail, sends the answers as data items and adds the package, bar tab and AV as price-table rows.
The coordinator prices it
Per-guest lines already carry 150. Tom adds the corporate rate; over 5%, it goes to approval first (Business).
Approved and sent
Once Elena and Grace approve, Daniel gets a branded link he can forward to his finance manager. You see when it is opened.
Signed and won
Both sign, the deposit is paid through Stripe, and the signature can update your booking system or CRM.
TP-2788 · sample
The Ballroom's Friday minimum, met on the page
Food and beverages for 150 come to $16,212 before tax against a $15,000 Friday minimum spend. The venue states its minimum in the proposal, so the booker sees there's no room hire to add.
Minimum spend The Tidewell Ballroom · Friday evening
Minimum spend$15,000Food and beverages, before tax
Your selections$16,212Food and beverages in this proposal
Minimum spend met: no room hire to pay
Built for the booking that comes back every December
Corporate clients rebook. What a venue sets up once so next year's proposal is quicker than this year's.
Christmas season offers
Bulk send one Christmas party template to your past corporate clients as personalised copies, and see who opens and accepts. Essentials and up, with volume-based costs.
A template per function
End-of-year, Christmas party, conference day, team offsite: each with its own cover, packages, AV and terms, so a new proposal starts complete.
This year's prices, everywhere
Packages, beverage tiers and AV live in the product catalogue. Update a price once and every new proposal uses it.
Last year's proposal, found
Search and filter your documents by client or status to see what Kestrel booked last December before you quote again.
Quotes that don't drift
Each proposal is valid for a set time, and the Expiring Soon filter shows which corporate quotes are about to lapse so the team can follow up.
The account in your CRM
Native Pipedrive on Business keeps proposals with the company and deal; HubSpot connects through Zapier, and Salesforce through Zapier or the Sync add-on, so a signature can move the deal to Won.
Connected to your CRM, accounts and booking system
Native Pipedrive, Xero and QuickBooks Online on Business; HubSpot and Salesforce through Zapier or Make. Booking systems, Slack and calendars through Zapier or Make, or your developer uses the API, from Essentials.
- API QuoteCloud APIYour website or booking system
- Za ZapierEnquiry forms in, bookings out
- Mk Make.comScenarios with routing
-
HubSpotCRM · via Zapier
- SF SalesforceCRM · Zapier or Sync add-on
- Pd PipedriveCRM · Business
-
XeroAccounting · Business
-
QuickBooks OnlineAccounting · Business
-
StripeDeposits
-
PayPalDeposits
-
Google CalendarEvent dates · Zapier
- Sl SlackFunctions team alerts
Corporate function and conference questions
Can a corporate discount need approval before the proposal is sent?
Yes, on the Business plan. Approval workflows can be triggered by discount percentage or total value, among other conditions. The proposal waits In Review until the named approvers approve or decline it, and only then can it be sent.
Can we quote a day delegate rate?
Yes. Add the day delegate package as a price-table line priced per delegate, with the quantity set to the number of delegates, and add AV, breakout rooms or networking drinks as fixed or optional lines. Price tables are on the Essentials plan and above.
Can the company's finance manager or PO holder sign as well?
Yes. Add a signature block for each signer, such as the booker and the person who approves the spend. Each signs in their own browser with no account, the proposal shows who has signed, and the signed document carries an audit trail and certificate of authenticity. eSignatures are on every plan.
Can a purchase order number go in the proposal?
Yes, as content. Your enquiry form can send a PO number into a text data item through the API, Zapier or Make, or your team types it in before sending. QuoteCloud shows it in the proposal; it does not check or match purchase orders, so handle that in your accounts as today.
How do we quote a bar tab?
Add the bar tab as a price-table line with the limit the client sets, for example $6,000, and a note on how it is reviewed on the night. QuoteCloud prices what is in the proposal; drinks on consumption are tracked at your bar and any difference goes on your own invoice.
Can we send Christmas party offers to past corporate clients?
Yes, with bulk send on Essentials and above. Send one Christmas party template to a list of past clients as personalised copies, each with its own link, and see who has opened or accepted. Bulk send has volume-based costs.
More for corporate and conference venues
Spaces by capacity, per-head pricing and the automation behind the enquiry form.
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Venue spaces & capacitiesEvery room with its seated and cocktail capacity, photos and features, so the proposal shows the right space.Explore
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Booking system, CRM & accounting integrationsYour enquiry form or booking system into QuoteCloud through the API, Zapier or Make, and signed bookings out to your CRM and accounts.Explore
- Website enquiry to proposalGuests choose on your website; a proposal styled for their event comes back, ready to sign and pay the deposit.
- Wedding reception proposalsCeremony, reception packages, a run sheet and both partners' signatures, with the deposit that holds the date.
- Birthdays, engagements & private parties21sts to 80ths, engagements and milestones: cocktail packages, a DJ, the cake and a quick yes from the host.
- Event planners & caterersOff-site catering quotes, styling and hire, and planners' proposals that bring venue, suppliers and run sheet together.
- Function packages & per-head pricingFood and beverage packages priced per head, quantities from the guest count, and extras the guest can tick.
- Minimum spend, deposits & signingThe minimum spend set out clearly, the proposal signed online and the deposit that confirms the date paid on signing.
- Event & function templatesReal QuoteCloud templates for venues, function rooms, hotels, catering and wedding planning, ready to make your own.
- QuoteCloud implementation for venuesA template per event type, your packages in the catalogue, the website connected and your functions team trained.
- FAQAnswers to the questions venues, function centres and event businesses ask most.
Your next corporate booking, signed and deposit paid
Free for 14 days. No credit card required.