Event Estimate Template
An event estimate offers potential clients a projection of how much an event planner, venue coordinator, supplier, or subcontractor will charge for a particular job. Estimates are usually delivered in writing, and involve outlining a scope of work (in this case the extent of the event), then listing and calculating costs for all of the items, materials, and tasks that are required to successfully carry out that event. Unlike invoices given after a project has been completed, estimates are non-binding. But providing inaccurate estimates can weaken a reputation, so businesses should make them as professional as possible.
(No Ratings Yet)
Contents of an Event Estimate
Most event estimates begin with general information like company and client names and contact information and then working toward more detailed information about the event or service that is to be provided. Many types of professionals that supply goods or services to clients or to planners and coordinators will find the event template useful:
- General event planners
- Wedding planners
- Venue managers
- Catering service professionals
- Social media coordinators
- Corporate event planners
The event estimate template can also be used by subcontractors and service providers like:
- DJ’s
- Bakers
- Caterers
- Rental companies
- Decorators
Event Planning Budget
When working with a client at the start of the planning phase and when providing an estimate, it is common to discuss the budget. The type of event and the size of the budget are two pieces of information that together immediately communicate a general understanding of the extent of that event. Estimates for many types of work or services do not typically start with price. It is not uncommon for an event, however, to begin its planning phase with an established budget. The importance of an event estimate may be less about total cost and more about the totality of services received for a given dollar amount.
Scope of Work
The value of a concise description of the scope of work cannot be overstated. Arguably the most important part of any estimate, the scope of work is the foundation upon which the estimate is built. The scope of work for an event estimate will largely depend upon the size and type of event, the venue, and the number of subcontractors and suppliers required to achieve the client’s vision while meeting a budget. Some items that will determine the scope of work are:
- Type of event
- Number of attendees
- Requested venue
- Guest accommodations
- Travel to/from the event
Services and Costs
From working within an established budget to working without financial limitations, a list of the materials, vendors, and services to be provided for the event and their individual costs is critical. Not only will it give the client confidence that their vision will be realized but it will be a useful tool when it comes time to create and implement a strategy to make the plan a reality.
Payment Terms
Payment terms might include a deposit to get started with the remainder due after the event. There may also be milestones that require additional deposits. Some of these might include venue deposit or deposits for subcontractors. Each event is unique and may require custom payment terms that fit. Whatever the arrangement, make sure payment terms are clearly defined in the estimate.
How to Use the Event Estimate Template
Using the event estimate template is easy. Simply download it and fill it out, or use our free generator.