Event and function proposal templates
Start from one of eight real QuoteCloud templates, then build a template set: one per occasion, each with its own cover, welcome, packages and run sheet, and the same locked booking terms.
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QuoteCloud has ready-made templates for event venues, function room hire, hotel events, catering, wedding planning, event services and team building. Open one, add your branding, packages and terms, and save a template for each occasion. Your team or your website automation then chooses the right template for every enquiry.
A set of four proposal templates from a fictional venue, Tidewell Pavilion, behind index tabs that take turns at the front: a wedding reception with three per-head packages, an end-of-year work function with its run sheet, a 40th birthday that echoes the guest's enquiry, and a conference day with its program.
Eight real templates for events
From the QuoteCloud template library. Each opens as a full document you can edit, brand and save as your own.
- Proposal template Event Venue Proposal Template Promote your venue with event packages, amenities, images and video, for weddings, corporate and private events. View template
- Quote template Function Room Hire Quote Template Venue details, hire times, inclusions, itemised pricing and add-ons, for hotels, venues and conference spaces. View template
- Proposal template Hotel Event Proposal Template Venue, packages, pricing and a run sheet, for weddings, corporate functions, conferences and celebrations. View template
- 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
Five templates, filled in for real events
What each template can become once a venue, caterer or planner adds its own content. The documents are fictional samples; each tab links to the real template.
Wedding reception proposal
Hannah & James's wedding reception
Thank you, Hannah and James, for choosing Tidewell Pavilion. Here is your day on the Boathouse Terrace for 96 guests: a ceremony on the lawn at 4 pm, dinner by the water and a dance floor until midnight.
Choose your reception package
Your space
The Boathouse Terrace
- 100Seated
- 140Cocktail
- Covered terrace over the water
- Dance floor and private bar
- Lawn for ceremonies
Event Venue Proposal, as a wedding reception
The template's packages, amenities and images become Tidewell Pavilion's wedding: the Boathouse Terrace with its capacities and three reception packages priced per guest.
- Packages as a single choice
- The space with its seated and cocktail capacity
- Your photos in image and gallery blocks (Starter and up)
Birthday celebration proposal
Sophie's 40th
Thanks, Sophie, for thinking of us for your 40th. The Jetty Room is yours for the night: 65 guests, canapés from 7 pm, a DJ until 11.30 and your sister's surprise speech at 9, just as you asked.
Your 40th · 65 guests
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Food & beverages | |||
Sunset Canapé packagePer guest, quantity from your guest count
|
65 guests | $52 | $3,380.00 |
Classic beverages · 4 hoursBeer, house wine, sparkling, soft drinks
|
65 guests | $45 | $2,925.00 |
| Your celebration | $1,230 | ||
DJ · 5 hoursYour playlist plus requests
|
1 lot | $990 | $990.00 |
Celebration cake · two tiersServes 70, or bring your own: no cakeage
|
1 lot | $240 | $240.00 |
| Extras Tick to add | |||
| 1 lot | $450 | $450.00 | |
| 65 guests | $9 | $585.00 | |
| 1 lot | $890 | $890.00 | |
- Subtotal
- $8,120.00
- Tax (10%)
- $812.00
- Total
- $8,932.00
- Plus, monthly
- $0.00/mo
- Deposit to confirm your date (20%)
- $1,786.40
Function Room Hire Quote, as a 40th
Hire times, inclusions, itemised pricing and add-ons: the Jetty Room for Sophie's 40th, with per-head canapés and drinks and sliders she can tick.
- Per-head lines take the guest count
- Add-ons as optional rows
- Tax, total and deposit calculate
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
Hotel Event Proposal, as a conference day
Venue, packages, pricing and a run sheet: a day delegate rate for 48, a breakout room, AV and the program from registration to networking drinks.
- Day delegate rate per delegate
- The program as a run sheet block
- Networking drinks as an option
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
Dietary 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.
Events Catering Proposal, as an office lunch
Menu and service from a fictional caterer: grazing and a hot buffet for 80, wait staff and a chef by the hour, hire, travel, a coffee cart ticked and the dietary notes.
- Staff hours and hire as lines
- Dietary requirements in the terms
- Comments with the client
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.
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
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
Wedding Planning Proposal, as a planner's quote
Services, timelines, pricing and deliverables from a fictional planner: the venue, its catering, a styling choice, music, the planning fee and a run sheet every supplier can follow.
- Suppliers grouped with subtotals
- Your planning fee as its own section
- Both partners sign
One content library, a template per event type
Save the parts every proposal shares once, then drag them into each occasion's template. Here the venue's team builds the wedding template from its library; the other blocks wait for the birthday, corporate and conference templates. Your website automation then chooses the template, not the blocks.
- Wedding welcomeText · weddings
- Birthday welcomeText · private parties
- Ceremony on the lawnText + image · weddings
- Reception packagesPrice table · weddings
- Day delegate packagePrice table · conferences
- The Boathouse TerraceImage + capacities
- Wedding run sheetTable · weddings
- Booking termsText · every event Locked
- Payment scheduleTable · every event Locked
- Sign & payeSign + deposit Locked
- 1Cover: {names}, {date}Cover photo chosen for weddings
- 2Welcome From library
- 3The ceremony From library
- 4Your space From library
- 5Reception packagesPer guest, quantity = {guests} From library
- 6Run sheet From library
- 7Booking terms Locked block
- 8Payment schedule Locked block
- 9Accept, sign and pay Locked block
Saved once, used everywhere
Text, images, price tables and signature blocks saved in folders by event type, dragged into any template.
Content library: Essentials and up
Terms nobody rewrites
Locked Company blocks can be used in every proposal but not edited in it.
Content locking: Business
Access by role
Choose which roles can see the library and which can add or edit its blocks.
User roles: Essentials and up
The same booking terms in every proposal
Final numbers, minimum spend, music curfew and the payment schedule are the parts of a function proposal that must never drift. Lock them in the library and every template, and every proposal your team or your website automation creates, carries the same wording.
Your team still edits what should change: the welcome, the packages and the run sheet. A guest's question arrives as a comment beside the terms, not as a rewrite of them.
- Locked blocks are usable, not editable
- The deposit is paid in the proposal; the balance stays your invoice
- Comments let the guest ask before they sign
Content locking: Business plan
Minimum spend, deposits & signingBooking terms
- Your date is held for 7 days and confirmed when the deposit is paid.
- Final guest numbers and dietary requirements are due 14 days before.
- The minimum spend applies to food and beverages; any difference is charged as room hire.
- Music ends at 11.45 pm and guests depart by midnight.
Hannah LeeCould the ceremony move to 4 pm for the light?
Elena, TidewellYes, 4 pm works. I've updated the run sheet.
Payment schedule Your reception
| Stage | Share | Amount | How it's paid |
|---|---|---|---|
| DepositOn signing, confirms your date | 20% | $4,922.28 | Paid on signing via Stripe |
| Balance14 days before, adjusted to your final numbers | 80% | $19,689.12 | Invoiced by Tidewell Pavilion |
| Proposal total | 100% | $24,611.40 |
The deposit is paid in this proposal when you sign. The balance is our invoice, sent with your final numbers.
Send us your function pack
On a free trial of Essentials or Business, QuoteCloud converts one of your existing templates for you. 14 days free, no credit card required.
A template set for every occasion you host
Your own templates, built from the library templates above and your content library. These are the venue's templates, not extra library templates; name them the way your enquiry form names the occasion.
Weddings
Ceremony and reception, per-head packages, the run sheet and two signers.
Wedding reception proposalsBirthdays & engagements
Cocktail packages, a DJ and the cake, with the guest's own note echoed back.
Birthdays & private partiesCorporate & Christmas parties
A bar tab, AV, the company's approver and a corporate rate checked before sending.
Corporate functions & conferencesConferences & day delegates
A day delegate rate, breakout rooms and the program as a run sheet.
Wakes & memorials
A shorter, quieter welcome, simple catering and a deposit or full payment on signing.
Off-site catering
For caterers and venues that cater elsewhere: menus per head, staff, hire and travel.
Event planners & caterers
Who builds, who sends, who approves
A template set works when each person on the functions team has the right access.
Venue manager
Owns the templates and the locked Company blocks, and approves discounts over your threshold with the approval workflow (Business).
Functions manager
Builds the template per occasion from the library, keeps packages and prices current in the product catalogue.
Coordinators
Create proposals from a template, adjust packages and the run sheet, and send. Role permissions decide what they can add to the library.
Your web developer
Points the website automation at each template, so an enquiry for a 40th gets the birthday one. How it connects.
From one template to a full set
The order venues usually work in during a trial.
Pick a starting template
Open the Event Venue Proposal, Function Room Hire Quote or a catering template from the event template library, or send us your function pack to convert.
Brand it
Your logo, colours and cover photos, set once in the editor.
Add packages and terms
Packages and extras from your product catalogue; booking terms and the payment schedule saved to the content library and locked.
Save one per occasion
Copy it for weddings, birthdays, corporate and conferences, each with its own cover, welcome and run sheet.
Add data items
Placeholders for name, date, guests and space, filled by your team or your website automation.
Event template questions
Are there event and function templates in QuoteCloud?
Yes. The template library has templates for event venues, function room hire, hotel events, events catering, catering, wedding planning, event services and team building events. Open one, make it yours with your logo, packages, photos and terms, and save it as your own template. Templates are on the Essentials plan and above.
Can we have a different template for each type of event?
Yes. Save a template for weddings, birthdays, corporate functions, conferences or any occasion you host, each with its own cover, welcome, packages and run sheet. Your team chooses the template for each enquiry, or the automation behind your website form chooses it from the occasion the guest selected. The template supplies the cover, welcome and blocks; the automation fills its data items and adds price-table rows.
Can our booking terms be the same in every proposal?
Yes. Save the booking terms and payment schedule in the content library as Company blocks and lock them. Locked blocks can be used in every template and proposal but not edited there, so the wording stays as approved. Content locking is on the Business plan; the content library is on Essentials and above.
Will QuoteCloud convert our existing function pack?
Yes. During a trial of Essentials or Business, and on Enterprise, QuoteCloud converts one of your existing templates for free, such as your wedding or function pack. Further conversions are a paid add-on, and paid plans include a 45-minute training session to help your team build the rest.
How do data items work in an event template?
Data items are placeholders such as the guest's name, the event date, the guest count or the space. They can be global or belong to one template, and they are Text, Number, Dropdown or Date. Your team fills them in, or your website automation sends their values through the API, Zapier or Make when it creates the proposal, along with price-table rows for the chosen package and add-ons.
Who on our team can change templates and library blocks?
You decide by role. Custom user roles on Essentials and above control who can open the content library and who can add or edit its blocks, and locked Company blocks stay non-editable in documents. On Business, the approval workflow can also hold a discounted proposal until a manager approves it.
Everything a functions team sends
Each event type and every step from the website 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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Website enquiry to proposalGuests choose on your website; a proposal styled for their event comes back, ready to sign and pay the deposit.Explore
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QuoteCloud implementation for venuesA template per event type, your packages in the catalogue, the website connected and your functions team trained.Explore
- Corporate functions & conferencesEnd-of-year functions, Christmas parties and day delegate packages, with AV, approvals and the company's sign-off.
- 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.
- 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.
- FAQAnswers to the questions venues, function centres and event businesses ask most.
Your template set, ready for the next enquiry
Free for 14 days, with one template converted for you. No credit card required.