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Wedding venue proposals couples sign together

Ceremony, reception packages priced per guest, styling, the run sheet and your booking terms in one proposal both partners sign, with the deposit that holds the date.

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QuoteCloud lets wedding venues send reception proposals built from a wedding template: the couple's names and date as data items, packages priced per guest, ceremony and styling lines, extras they tick, the run sheet and terms. Both partners sign online and pay the deposit through Stripe or PayPal.

A sample wedding reception proposal, TP-2741, from a fictional waterside venue, Tidewell Pavilion, shown as four sheets behind index tabs: the cover for Hannah and James's reception on Saturday 13 March 2027; three reception packages priced per guest with Waterside Classic at $118 chosen; the run sheet from the 4 pm ceremony to the last dance at 11.45 pm; and the signature page, signed by both Hannah Lee and James Okoro with the 20% deposit of $4,922.28 paid via Stripe.

From a wedding enquiry to a proposal they can sign

Couples enquire with three or four venues at once. This is how Hannah's enquiry on the venue's website became proposal TP-2741 the same day.

  1. Hannah enquires

    On the venue's website: wedding, Saturday 13 March 2027, 96 guests, a sit-down dinner, premium drinks and a ceremony on the lawn.

  2. The venue's rules choose

    The website or a Zapier or Make scenario chooses the wedding template, the Boathouse Terrace for 96 seated and the Saturday minimum spend.

  3. The wedding template fills in

    Names, date, space and guest count arrive as data items; the chosen package and drinks arrive as price-table rows with 96 as their quantity, and the ceremony and styling as rows of their own. Nothing is guessed: QuoteCloud creates the proposal from the template it is sent.

  4. The coordinator checks it

    Elena adds a note about the ceremony time, adjusts the styling line and sends a branded link the couple can open on any device.

  5. Both partners sign

    Hannah and James each sign in their own browser and the 20% deposit is paid through Stripe. The date is theirs.

Hannah and James's proposal, part by part

One wedding template, six kinds of content. The tags say who shapes each part: the enquiry, the couple or the venue.

  1. From the enquiry

    Their names, their date, your photography

    The cover photo and welcome come from the wedding template. The couple's names, the date, the space and the guest count are data items filled from the enquiry, so the first page already reads like theirs.

    Tidewell PavilionWedding reception proposal TP-2741 Sample · fictional venue
    Round tables set for a reception with white linen, glassware and centrepieces

    Wedding reception proposal

    Hannah & James's wedding reception

    Prepared for Hannah Lee & James Okoro · Saturday 13 March 2027 · Date held for 7 days

    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.

  2. Couple chooses

    Three reception packages, priced per guest

    Garden Canapé, Waterside Classic and Grand Harbour as one single-choice group. Choose another package and the reception line, tax and the deposit below follow. The Boathouse Terrace is shown with its seated and cocktail capacity.

    How per-head packages work

    Choose your reception package

    Your space

    Guests at long tables under trees strung with festoon lights at night

    The Boathouse Terrace

    • 100Seated
    • 140Cocktail
    • Covered terrace over the water
    • Dance floor and private bar
    • Lawn for ceremonies
  3. Couple ticks extras

    Ceremony, styling, beverages and extras

    Premium beverages for five hours on every guest, the ceremony on the lawn, styling for ten tables and the DJ as fixed lines. A welcome cocktail, late-night grazing and a photo booth are extras they tick themselves.

    Price tables and payments: Essentials and up

    Your reception · 96 guests

    ItemQtyRateAmount
    Food & beverages
    Waterside Classic packagePer guest, quantity from your guest count
    		96 guests $118 $11,328.00
    Premium beverages · 5 hoursSparkling, premium wine, beer, soft drinks
    		96 guests $62 $5,952.00
    Ceremony, styling & music$3,750
    Ceremony on the lawn60 chairs, arbour, signing table, wet-weather plan
    		1 lot $1,400 $1,400.00
    Theming & stylingCentrepieces for 10 tables, candles and linen
    		1 lot $1,250 $1,250.00
    DJ · 5 hoursCeremony music, first dance and dance floor
    		1 lot $1,100 $1,100.00
    Extras Tick to add
    		 96 guests $12 $1,152.00
    		96 guests $14 $1,344.00
    		1 lot $890 $890.00
    Subtotal
    $22,374.00
    Tax (10%)
    $2,237.40
    Total
    $24,611.40
    Deposit to confirm your date (20%)
    $4,922.28
  4. Venue edits

    The minimum spend and a draft run sheet

    The Saturday minimum spend for the terrace beside their food and beverage selections, and the run sheet from guests seated at 3.40 pm to carriages at midnight. Both are your content: QuoteCloud shows them, it doesn't enforce them.

    Minimum spend, deposits & signing

    Minimum spend The Boathouse Terrace · Saturday evening

    Minimum spend$10,000Food and beverages, before tax

    Your selections$18,624Food and beverages in this proposal

    Minimum spend met: no room hire to pay

    Run sheet Draft, finalised with you 14 days before

    1. 4:00 pmCeremony on the lawnGuests seated from 3.40 pm
    2. 4:45 pmCanapés and drinks on the terracePhotos by the water
    3. 6:15 pmGuests seated, bridal party entrance
    4. 6:30 pmEntrée, then main and speeches
    5. 8:30 pmFirst dance, dance floor opensDJ
    6. 9:30 pmCake cutting and late-night grazing
    7. 11:45 pmLast danceGuests depart by midnight
  5. Locked terms

    Booking terms nobody rewrites by accident

    Final numbers 14 days out, the minimum-spend clause and music until 11.45 pm, saved once as a locked company block. Hannah asked about the ceremony time in a comment, and Elena answered on the page.

    Content locking: Business plan

    Booking 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.

  6. Both sign

    Two signatures, one deposit

    Each partner has their own signature block and signs with no account. The page shows who has signed; the 20% deposit to confirm the date is paid through Stripe straight after, and the proposal is marked Paid.

    Accept, sign and pay your deposit

    2 of 2 signed

    • Hannah LeeCouple Signed2 Nov, 7:42 pm
    • James OkoroCouple Signed2 Nov, 8:05 pm

    Deposit to confirm your date (20%)

    $4,922.28

    Paid via StripePay with card or PayPal

    Certificate of authenticity and audit trail attached

Set up once in your wedding template

What a wedding venue builds when it moves its wedding pack into QuoteCloud, and what every couple then receives without anyone retyping it.

  • Ceremony and reception

    A ceremony block with chairs, arbour and a wet-weather plan, and a reception block for each space, saved in the content library and dropped into the template.

  • Packages per guest

    Canapé, long-table and sit-down packages as products with a price per guest; the website sends the chosen package as a price-table row with the guest count as its quantity.

    Packages & per-head pricing

  • Beverage tiers

    Classic for four hours, premium for five, or a bar tab to a limit: each a line priced per guest or as a set amount, so the couple sees exactly what moving up costs.

  • Styling and music

    Centrepieces, candles, linen, the DJ and the photo booth as fixed or optional lines, with notes in the couple's language rather than your supplier's.

  • A run sheet per space

    A draft running order for the terrace or the ballroom, edited for each couple and finalised with them before the day. It's content in the proposal, not a scheduling tool.

  • A date held, not promised

    Set the proposal to expire, for example 'date held for 7 days', so couples know how long the date is theirs before the deposit confirms it.

Send your next wedding proposal from QuoteCloud

Free for 14 days, no credit card required. Send us your wedding pack and we'll convert one template for you during the trial.

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The deposit holds the date. The balance is your invoice

Hannah and James's payment schedule, written in the proposal. Only the deposit is paid inside QuoteCloud, when they sign.

  1. 20%

    Paid in the proposal

    Deposit

    $4,922.28

    On signing, confirms your date

    Paid on signing via Stripe

    A percentage or a fixed amount, paid straight after both partners sign. The proposal is marked Paid.

  2. 80%

    Your own invoice

    Balance

    $19,689.12

    14 days before, adjusted to your final numbers

    Invoiced by Tidewell Pavilion

    Sent by the venue 14 days before, with the final numbers. QuoteCloud does not bill it or send reminders.

Paid in the proposal
$4,922.28 20%
Proposal total
$24,611.40
Your own invoice
$19,689.12 80%

Payments need a connected Stripe or PayPal account and are on Essentials and up. Instalment plans and automatic balance billing are not part of QuoteCloud: set out your schedule as content and invoice the balance as you do today.

TP-2741 · sample

Two signatures and the date is theirs

Hannah signed at 7.42 pm and James 23 minutes later, each from their own browser. The deposit was paid on signing, and nobody had to come in to sign a booking form.

$4,922.28 Deposit paid through Stripe on signing (20% of $24,611.40 inc tax)

What changes for your wedding coordinator

The jobs a wedding enquiry creates, today and once the wedding template and the website connection are in place.

The jobTodayWith QuoteCloud
Answering an enquiry Email the PDF wedding pack, then wait for questions. The enquiry fills the wedding template; the coordinator checks it and sends a proposal for that couple's date and numbers.
Pricing the reception Multiply packages by guests in a spreadsheet and retype the total. Per-guest lines take the guest count; package, extras, tax and deposit recalculate as the couple chooses.
Getting both to agree One partner signs a form, the other is chased by email. Two signature blocks; each partner signs in their own browser and the page shows who has signed.
Holding the date A pencilled date and a bank transfer to match up later. An expiry on the proposal and the deposit paid on signing, marked Paid in the document.
Questions and changes A long email thread about the ceremony time. A comment on the proposal, answered on the page, and the run sheet updated before they sign.
After the yes Retype the booking into the booking system. The signature triggers a Zap that confirms the booking and tells the team.

Wedding and venue templates to start from

Real QuoteCloud templates. Add your spaces, packages, run sheet and terms, and save it as your wedding template.

All event templates Templates for events & functions

Wedding venue proposal questions

Can both partners sign a wedding proposal?

Yes. Add a signature block for each partner; each signs in their own browser with no account needed, and the proposal shows who has signed. eSignatures are included on every plan, are eIDAS compliant and come with an audit trail and certificate of authenticity.

Can couples pay a deposit to hold the date?

Yes, from the Essentials plan. Set the deposit as a percentage or a fixed amount and the couple pays it through Stripe or PayPal right after signing. QuoteCloud does not bill the balance, so set out your payment schedule in the proposal and invoice the balance as you do today.

Can a wedding enquiry on our website become a proposal automatically?

Yes, with an integration from the Essentials plan. Your website form sends the couple's answers through the QuoteCloud API, Zapier or Make into your wedding template's data items, and QuoteCloud returns the proposal as a web link, PDF or email. The rules that choose the template, space and price-table rows (the package with the guest count as its quantity, each add-on as its own row) live in your website or automation; documents created through the API or Zapier carry a per-document creation fee.

Can the couple choose their own reception package and extras?

Yes. Put your reception packages in a single-choice group priced per guest, and add extras such as a welcome cocktail or late-night grazing as optional rows. The couple picks and ticks in the proposal, and the total, tax and deposit recalculate before they sign. Price tables are on Essentials and above.

Can we stop staff changing our wedding booking terms?

Yes, on the Business plan. Save your booking terms as a company block in the content library and lock it, so coordinators can use it in every wedding proposal but not edit it. Other parts, such as the welcome, run sheet and styling notes, stay editable for each couple.

Does QuoteCloud do seating plans or wedding run sheets?

QuoteCloud doesn't include a seating-plan tool. A run sheet is content you write in the proposal, such as a table of times and moments that you adjust for each couple and finalise with them; it is not a scheduling system. Many venues keep a draft run sheet per space in their content library.

More events & functions questions

More for wedding and function venues

How the website connection, deposits and per-head packages work across every kind of event.

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