Function Room Hire Quote Template
Prepared for:
Sarah Mitchell
Mitchell & Co.
Prepared by:
Daniel Reyes
Acme Climate Co.
Quote No: Q-1048
Date: 9 Nov 2026
Page 1 of 5
Quote Summary
Quote Details
Quote #: Q-1048
Date: 9 Nov 2026
Valid until: Valid Until
Contact: Coordinator Name
Event Snapshot
Event: Event Name (Event Type)
Event date: Event Date
Estimated guests: Guest Count
Preferred layout: Room Layout
Room & Setup
Room: Room Name
Capacity: up to Max Capacity
Setup style: Room Layout
Accessibility notes: [[AccessibilityNotes]]
Hire Timing
Hire time: Start Time – End Time
Bump-in: Bump In Time | Bump-out: Bump Out Time
Total hours: Total Hours
Included
Private room hire (as booked)
Standard furniture (tables/chairs)
Standard setup to selected layout
Basic cleaning after event
On-the-day coordinator support
Not Included (unless quoted)
Catering & beverages
Advanced AV / staging / lighting
Security / valet / parking management
Excess cleaning or damages
External supplier management
Pricing Breakdown
Pricing is based on the details in the Quote Summary. Any changes to hours, layout, or guest count may affect totals.
Description | Price | Qty | Amount | GST | Total |
|---|---|---|---|---|---|
Room hire | $10,000.00 | 1 | $10,000.00 | $1,000.00 | $11,000.00 |
Setup/reset (standard) | $2,600.00 | 1 | $2,600.00 | $260.00 | $2,860.00 |
Cleaning (standard) | $800.00 | 1 | $800.00 | $80.00 | $880.00 |
AV package | $2,200.00 | 1 | $2,200.00 | $220.00 | $2,420.00 |
AV technician | $1,400.00 | 1 | $1,400.00 | $140.00 | $1,540.00 |
Extra hour | $600.00 | 1 | $600.00 | $60.00 | $660.00 |
| Price | GST | Total | |
|---|---|---|---|
| One-off Costs | $13,400.00 | $1,340.00 | $14,740.00 |
| Total | $13,400.00 | $1,340.00 | $14,740.00 |
Room Layout Options
Theatre: Best for presentations, talks, ceremonies
Classroom: Best for training/workshops
Banquet: Best for seated meals, awards nights
Cocktail: Best for networking, standing events
Venue Rules
Noise/curfew: Noise Policy
Decorations: Decoration Policy
External suppliers: Supplier Policy
Safety compliance: all walkways and exits must remain clear
Access & Parking
Loading access: Loading Info
Bump-in/bump-out: Bump In Time / Bump Out Time
Parking: Parking Info
Client Responsibilities
Provide final run sheet by Run Sheet Due Date
Confirm guest count by Final Numbers Date
Ensure suppliers are approved in advance
Terms & Acceptance
This quote is valid until Valid Until.
Payment
Deposit: Deposit Percent% required to confirm booking
Balance due: Balance Due Timing
Payment method: Payment Methods
Cancellations / Changes
Cancellation before Cancel Window1: Cancel Policy1
Cancellation within Cancel Window2: Cancel Policy2
Changes to hours/layout/guest numbers may require a revised quote.
Damages & Excess Cleaning
Any damages or excessive cleaning will be charged based on actual costs.
Acceptance
I authorise Venue Name to proceed with this booking and confirm the event details above are correct.
Signed by:
Sarah Mitchell
Mitchell & Co.
12 Nov 2026
Signed By:
Daniel Reyes
Acme Climate Co.
9 Nov 2026
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About this template
How this quote works
Create professional function room hire quotes in minutes with this ready-to-use template. Present venue details, hire times, inclusions, itemised pricing, add-ons, and e-sign approval in a clean A4 layout, perfect for hotels, event venues, and conference spaces. The 5 pages cover Cover Page, Quote Summary, Pricing Breakdown, Room Layout Options and Terms & Acceptance. Start from this quote, add your logo, prices and terms, then send it as a live link your client signs online.
Questions
Before you start
Is this function room hire quote template free?
Yes. Start a free 14-day QuoteCloud trial, no credit card needed, and the template opens ready to edit with your company details and logo.
Can clients sign it online?
Yes. The template has e-signature fields, so clients sign from any device and you are notified the moment they do.
Can clients choose optional extras?
Yes. Mark any line as optional and clients tick it on or off themselves; totals and tax update instantly.
Can I change the branding and sections?
Everything is editable: colours, fonts, images, page order and every section of text.
