Proposals for event planners and caterers
For businesses that quote across many venues: planners who bring venue, catering, styling and music into one proposal, caterers pricing off-site menus per head, and hire companies quoting the kit.
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Event planners, caterers and hire companies use QuoteCloud to send branded proposals that group every supplier with subtotals, price menus per head with staff hours, hire and travel, and add a run sheet and an event brief. Clients choose options, sign online and pay a deposit through Stripe or PayPal.
A wedding planning proposal from a fictional planner, Linden & Lark Events, for Amelia and Noah, behind a contents panel whose items tick off one by one: the venue (the Boathouse Terrace at Tidewell Pavilion, $1,800), catering by the venue for 90 guests per head, a styling choice between Coastal Linen and Garden Romance, ceremony musicians and a DJ, the planning fee, a run sheet shared with every supplier, and both signatures with the $5,929.00 deposit paid.
Quoted the way you work
Two fictional businesses, two very different proposals, the same QuoteCloud features underneath.
Off-site catering quote
Fenwick & Ash end-of-year lunch
Thanks for asking us to cater your end-of-year lunch, Olivia. Here is a grazing start and a hot buffet for 80 at your office, with our staff, a chef on site and everything set up and packed away.
Your lunch · 80 guests
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Menu (per head) | $6,720 | ||
Grazing canapé menu6 canapés per guest, served from 12 pm
|
80 guests | $48 | $3,840.00 |
Hot buffetTwo mains, three sides, bread; dietary meals plated
|
80 guests | $36 | $2,880.00 |
| Staff | $2,115 | ||
Wait staff6 staff × 5 hours
|
30 hours | $58 | $1,740.00 |
Chef on site5 hours
|
5 hours | $75 | $375.00 |
| Equipment hire | $800 | ||
Crockery, cutlery & glasswarePer guest
|
80 guests | $6 | $520.00 |
Buffet tables & linenFour 1.8 m tables, white linen
|
1 lot | $280 | $280.00 |
| Travel & set-up | $355 | ||
Delivery, set-up & pack-downWithin 25 km of our kitchen
|
1 lot | $355 | $355.00 |
| Extras Tick to add | |||
| 1 lot | $650 | $650.00 | |
| 80 guests | $9 | $720.00 | |
- Subtotal
- $10,640.00
- Tax (10%)
- $1,064.00
- Total
- $11,704.00
- Plus, monthly
- $0.00/mo
- Deposit to confirm the date (25%)
- $2,926.00
An off-site lunch, priced to the head
Saltbush Catering Co. quotes a law firm's end-of-year lunch at their office: a grazing start and hot buffet for 80, wait staff and a chef by the hour, crockery and linen hire, travel and set-up, and a coffee cart already ticked.
- Menus per head from your product catalogue
- Staff hours, hire and travel as their own sections
- Extras the client ticks; the deposit follows
Price tables and product catalogue: Essentials and up
Events Catering Proposal template
Event planning proposal
Amelia & Noah's wedding
Thank you, Amelia and Noah. Here is your wedding as we'd plan it: the Boathouse Terrace at Tidewell Pavilion for 90 guests, the venue's Waterside Classic menu, your choice of styling, music from the ceremony to the last dance, and us looking after every supplier on the day.
From your enquiry Filled in from the website form
- Occasion
- Wedding
- Date
- Sat 17 Apr 2027
- Guests
- 90
- Venue
- Tidewell Pavilion
- Style
- Relaxed, coastal
- Budget
- Around $30,000
You told us“We'd love a ceremony by the water and a long dinner after. We don't want to deal with ten suppliers ourselves.”
Your wedding · 90 guests
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Venue | $1,800 | ||
The Boathouse Terrace, Tidewell PavilionSaturday evening and the ceremony lawn; the venue's $10,000 food & beverage minimum spend is met by the catering below
|
1 lot | $1,800 | $1,800.00 |
| Catering (by the venue) | $16,200 | ||
Waterside Classic packageCanapés, entrée, main, your cake as dessert
|
90 guests | $118 | $10,620.00 |
Premium beverages · 5 hoursSparkling, premium wine, beer, soft drinks
|
90 guests | $62 | $5,580.00 |
| Styling · choose one Tick to add | |||
| 1 lot | $2,400 | $2,400.00 | |
| 1 lot | $3,600 | $3,600.00 | |
| Entertainment | $2,050 | ||
Ceremony musicians · string duoCeremony and canapés, 1.5 hours
|
1 lot | $950 | $950.00 |
DJ · 5 hoursFirst dance and dance floor
|
1 lot | $1,100 | $1,100.00 |
| Planning fee | $4,500 | ||
Full planning & on-the-day coordinationSuppliers booked and managed, run sheet, two coordinators on the day
|
1 lot | $4,500 | $4,500.00 |
- Subtotal
- $26,950.00
- Tax (10%)
- $2,695.00
- Total
- $29,645.00
- Plus, monthly
- $0.00/mo
- Deposit to secure your planner (20%)
- $5,929.00
A wedding with every supplier in one total
Linden & Lark Events plans Amelia and Noah's wedding at a venue they don't own: the venue hire, the venue's own catering, a styling choice, music and the planning fee, under the couple's brief from the enquiry.
- Suppliers grouped, each with a subtotal
- Your costs and margins hidden from the couple
- Their brief quoted back as they wrote it
Price tables: Essentials and up
Wedding Planning Proposal templateA planner's proposal, read part by part
Linden & Lark's proposal for a wedding at Tidewell Pavilion, from the couple's brief to both signatures.
-
Couple's words
Their brief, echoed back
The enquiry's answers (date, 90 guests, the venue, the style, the budget) arrive as data items, and the couple's own words are quoted, not rewritten. Typed in by the planner or sent from a website form through Zapier, Make or the API.
Linden & Lark EventsEvent planning proposal LL-0412 Sample · fictional plannerEvent planning proposal
Amelia & Noah's wedding
Thank you, Amelia and Noah. Here is your wedding as we'd plan it: the Boathouse Terrace at Tidewell Pavilion for 90 guests, the venue's Waterside Classic menu, your choice of styling, music from the ceremony to the last dance, and us looking after every supplier on the day.
From your enquiry Filled in from the website form
- Occasion
- Wedding
- Date
- Sat 17 Apr 2027
- Guests
- 90
- Venue
- Tidewell Pavilion
- Style
- Relaxed, coastal
- Budget
- Around $30,000
You told us“We'd love a ceremony by the water and a long dinner after. We don't want to deal with ten suppliers ourselves.”
-
Planner edits
Venue, suppliers and your fee
Each supplier is a section with its subtotal: the venue hire, the venue's catering per head, styling, music and the planning fee. The styling is a pair of optional rows the couple chooses between; a note explains how the venue's minimum spend is met.
Price tables: Essentials and up
Your wedding · 90 guests
Item Qty Rate Amount Venue $1,800 The Boathouse Terrace, Tidewell PavilionSaturday evening and the ceremony lawn; the venue's $10,000 food & beverage minimum spend is met by the catering below1 lot $1,800 $1,800.00 Catering (by the venue) $16,200 Waterside Classic packageCanapés, entrée, main, your cake as dessert90 guests $118 $10,620.00 Premium beverages · 5 hoursSparkling, premium wine, beer, soft drinks90 guests $62 $5,580.00 Styling · choose one Tick to add 1 lot $2,400 $2,400.00 1 lot $3,600 $3,600.00 Entertainment $2,050 Ceremony musicians · string duoCeremony and canapés, 1.5 hours1 lot $950 $950.00 DJ · 5 hoursFirst dance and dance floor1 lot $1,100 $1,100.00 Planning fee $4,500 Full planning & on-the-day coordinationSuppliers booked and managed, run sheet, two coordinators on the day1 lot $4,500 $4,500.00 - Subtotal
- $26,950.00
- Tax (10%)
- $2,695.00
- Total
- $29,645.00
- Plus, monthly
- $0.00/mo
- Deposit to secure your planner (20%)
- $5,929.00
-
Shared run sheet
One run sheet for every supplier
From the stylists bumping in at 1 pm to the last dance, in the proposal the couple signs and the same document every supplier can be sent as a PDF.
Run sheet Draft, shared with every supplier
- 1:00 pmStylists and florist bump inLinden & Lark on site
- 3:30 pmString duo, guests arrive
- 4:00 pmCeremony on the lawn
- 4:45 pmCanapés on the terrace
- 6:30 pmDinner and speeches
- 8:30 pmFirst dance, DJ
- 11:45 pmLast dance, suppliers bump out
-
Couple signs
Both sign, the deposit is paid
Amelia and Noah each sign in their own browser with no account, and the 20% deposit is paid through Stripe on the same page. Supplier deposits and balances stay the planner's own invoices and payments.
eSignatures: every plan · payments: Essentials and up
Accept, sign and pay your deposit
2 of 2 signed
- Amelia HartCouple Signed9 Nov, 8:14 pm
- Noah BrennanCouple Signed9 Nov, 8:40 pm
Deposit to secure your planner (20%)
$5,929.00
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Activity
- Proposal openedAmelia Hart
- Coastal Linen styling chosen+$2,640.00 inc tax
- Signed by Amelia and NoahCertificate of authenticity attached
- Deposit paid$5,929.00 via Stripe
Quoting across many venues and suppliers
What changes when every event is somewhere new and half the lines come from other businesses.
Quote your next event from QuoteCloud
Free for 14 days, no credit card required. Send us your current catering or planning proposal and we'll convert one template for you.
Dietary notes, a question, and the deposit
Saltbush's quote carries the dietary requirements so far and the terms for final numbers. Olivia asks in a comment whether the coffee cart can stay until 3 pm, and Mia replies on the proposal itself.
When Olivia signs, the 25% deposit is paid through Stripe and the date is confirmed. The balance is invoiced after the event with the final numbers, from the caterer's own accounts.
- Comments between client and caterer
- Deposit as a percentage or fixed amount
- Proposal tracked: opened, extras added, signed, paid
Payments through Stripe or PayPal: Essentials and up
Deposits & signingDietary requirements & terms
- Dietary requirements so far: 6 vegetarian, 3 gluten free, 1 nut allergy (plated separately and labelled).
- Final numbers and dietary requirements are due 7 days before; we adjust the per-head lines to match.
- The deposit confirms the date; the balance is invoiced after the event with your final numbers.
- Access to a power point and a loading zone is needed from 10 am.
Olivia GrantCan the coffee cart stay until 3 pm?
Mia, SaltbushYes, an extra hour is $180. I'll add it once you confirm.
Accept, sign and pay the deposit
Olivia Grant · Office manager
Signed online · 24 Nov, 11:06 am
Deposit to confirm the date (25%)
$2,926.00
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Activity
- Quote openedOlivia Grant
- Barista coffee cart added+$715.00 inc tax
- Comment from OliviaCoffee cart until 3 pm?
- Signed and deposit paid$2,926.00 via Stripe
For hire companies and event services too
Marquees, furniture, AV, lighting and staffing: the same proposal, priced the way hire is.
Hire items as lines
Each item with its quantity and rate, delivery and collection as fixed lines, and a damage waiver as an optional row the client ticks.
Quantity editing
Let the client change quantities, such as chairs or lights, and watch the total and the deposit recalculate.
Scope and set-up
Start from the Event Services Quote template: scope, set-up, staffing, equipment hire and pricing.
Terms that stay put
Hire terms saved once as a locked Company block, used in every quote and never edited in it (content locking: Business).
Several signers
The client and, for a corporate event, their approver each sign in their own block. eSignatures are on every plan.
Into your accounts
Xero or QuickBooks Online natively on Business, or a signed quote creates the invoice through Zapier. How it connects.
Templates for planners, caterers and event services
Real QuoteCloud templates. Open one, add your branding, menus, suppliers and terms, and save it as your own.
- Proposal template Events Catering Proposal Template Your menu, service and professionalism, for weddings, corporate and private events. View template
- Proposal template Catering Proposal Show off your catering and event-planning capabilities and sign your next event. View template
- Proposal template Wedding Planning Proposal Template Services, timelines, pricing and deliverables for wedding planners. View template
- Quote template Event Services Quote Template Scope, set-up, staffing, equipment hire and pricing, for weddings, corporate events, parties and festivals. View template
- Proposal template Team Building Event Proposal Template Team building activities, for HR teams, planners and corporate facilitators. View template
Questions from planners and caterers
Can caterers price menus per head with staff and hire?
Yes. Add each menu as a per-guest line, wait staff and chefs by the hour, equipment hire and travel as their own sections, and extras such as a coffee cart or dessert station as optional rows the client ticks. Subtotals, tax, the total and the deposit calculate. Price tables and the product catalogue are on Essentials and above.
Can a planner include venue and supplier costs with their fee?
Yes. Group the venue, catering, styling and entertainment in sections with subtotals, add your planning fee, and keep your costs and margins hidden from the client. The client chooses between options such as two styling looks, signs online and pays a deposit through Stripe or PayPal.
Does QuoteCloud pay our suppliers or split the deposit?
No. The deposit the client pays on signing goes to your own Stripe or PayPal account. QuoteCloud does not split payments between suppliers, track commissions or pay suppliers, so supplier deposits and balances stay with your own accounts and invoices.
We work at a different venue every time. How do we keep proposals consistent?
Keep your own templates and branding, and save a content library block for each venue you often work with, with its photos, capacities and access notes. Drag the right venue into the proposal, and lock your booking terms as a Company block on the Business plan so they never change between events.
Can we send a seasonal menu to all our past clients?
Yes. Bulk send, on Essentials and above, sends one template as personalised copies to a list of clients, and you can see who has opened and accepted each one. Bulk send has volume-based costs. Each client can tick extras, sign and pay their own deposit.
Can we include the event brief and a run sheet?
Yes. Add the client's brief as a block of their answers and their own words, typed in by your team or sent from your website form as data items, and add the run sheet as a table in the proposal. The signed proposal can be downloaded as a PDF to share with your suppliers.
Does QuoteCloud manage kitchen production or staff rosters?
No. QuoteCloud prepares, sends and tracks the proposal, collects the signature and the deposit, and can pass the signed booking to other systems through Zapier triggers such as Recipient Signed Document. Kitchen production, staffing rosters and food-safety records stay in the systems you use for them today.
Everything a functions team sends
Each event type and every step from the enquiry to the signed booking.
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Wedding reception proposalsCeremony, reception packages, a run sheet and both partners' signatures, with the deposit that holds the date.Explore
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Corporate functions & conferencesEnd-of-year functions, Christmas parties and day delegate packages, with AV, approvals and the company's sign-off.Explore
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Function packages & per-head pricingFood and beverage packages priced per head, quantities from the guest count, and extras the guest can tick.Explore
- Website enquiry to proposalGuests choose on your website; a proposal styled for their event comes back, ready to sign and pay the deposit.
- Birthdays, engagements & private parties21sts to 80ths, engagements and milestones: cocktail packages, a DJ, the cake and a quick yes from the host.
- Venue spaces & capacitiesEvery room with its seated and cocktail capacity, photos and features, so the proposal shows the right space.
- Minimum spend, deposits & signingThe minimum spend set out clearly, the proposal signed online and the deposit that confirms the date paid on signing.
- 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.
- 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 event, signed and deposit paid
Free for 14 days. No credit card required.