What is included and how to use it
The Word template covers event details, access times, inclusions, itemized pricing, exclusions, payment schedule, validity and acceptance. The completed sample shows one fictional corporate event and a customer-requested revision. The Excel workbook calculates original and revised totals from editable quantities, rates, fee eligibility and tax flags.
Replace every bracketed field, remove instructions and check your own terms before sending. The documents are editable starting points, not a signed agreement or jurisdiction-specific tax guidance. The workbook starts with the fictional sample amounts below; replace them with your approved rates. Selecting CAD or USD changes the currency label, not the amounts.
Completed example for an 80-person corporate event
Fictional sample: Cedar Room corporate planning day. All amounts CAD. One event day, guest access 09:00–17:00 and organizer setup from 08:00. Meeting room, lunch, refreshments, a basic AV package and two staff shifts. No overnight lodging, alcohol, transport or overtime.
| Item | Quantity and rate | Amount |
|---|---|---|
| Meeting room | 1 day × $2,200 | $2,200.00 |
| Lunch | 80 guests × $38 | $3,040.00 |
| Refreshments | 80 guests × $12 | $960.00 |
| AV package | 1 × $350 | $350.00 |
| Event staff | 2 shifts × $180 | $360.00 |
| Subtotal | $6,910.00 | |
| Service fee | 18% of lunch and refreshments only | $720.00 |
| Illustrative tax | 5% of all lines and service fee | $381.50 |
| Proposal total | $8,011.50 | |
| Deposit | 30% of total | $2,403.45 |
| Remaining balance | Total less deposit | $5,608.05 |
Sample rules: headcount over 90 requires a third staff shift. The service fee applies only to lunch and refreshments. The example taxes the service fee; actual treatment varies. A deposit is part of the total, not an additional charge.
Sample payment and acceptance: offer valid for seven days from issue, subject to availability at acceptance. A signed agreement and the 30% deposit are required to confirm. Final guest count is due ten days before the event; remaining balance is due seven days before. These are fictional demonstration terms, not Everybooking or Wilderness Edge policies.
The customer adds 15 guests and a budget limit
“We now have 95 people. Please keep the same lunch and AV. Can we stay under $9,000?”
The room and AV stay unchanged. Lunch becomes $3,610, refreshments $1,140 and three staff shifts cost $540. The revised subtotal is $7,840. The food-and-refreshment service fee becomes $855; illustrative tax is $434.75.
The revised total is $9,129.75: $1,118.25 above the original and $129.75 above the requested cap. The revised 30% deposit would be $2,738.93 and the remaining balance $6,390.82. These are payment-schedule amounts, not an instruction to charge an existing customer again.
An approved simpler refreshment option at $10 per guest would bring the subtotal to $7,650, service fee to $820.80, tax to $423.54 and total to $8,894.34. That is $105.66 below the cap. Confirm the menu substitution with the customer rather than silently downgrading the offer.
The reply and document should tell the same story
“We can prepare the revised proposal for 95 guests with the same lunch and AV. The additional guests trigger one more staff shift under the sample rule. The total would be CAD $9,129.75 including the illustrated service fee and tax, which is $129.75 above your cap. If you approve the simpler $10-per-person refreshments, the total would be $8,894.34. Please tell us which option you prefer. Room capacity, availability and the final menu still need confirmation before we issue the accepted revision.”
The AI should identify the budget conflict, explain the rule and offer an authorized alternative. It should not promise extra capacity, invent a discount or change an accepted booking while approval is pending. See how we configure this email workflow.
What to check before sending a venue proposal
Confirm the date and space, guest capacity, access and setup times, menu, dietary requirements, staffing, equipment, accessibility needs and exclusions. Check the rate basis for every line: guest, day, night, hour or event. State fee and tax bases explicitly. Identify optional items separately and show whether a deposit has already been paid.
Use one current version, an issue date and a validity date. Confirm the applicable cancellation and change terms with your business before using the template. Keep prior versions for reference and record who approved the revision.
Use the document yourself or configure the workflow
These files are free to adapt for your own business proposals. Everybooking’s template collection provides working software starting points. Zero Second Offers maps and configures the inquiry, pricing, approval and document workflow for your operation.
Explore sales quote automation, implementation deliverables and quote follow-up emails. When you discuss your workflow with us, bring one inquiry and the rules it takes to answer it. Setup starts at US$5,000, with software costs separate.
Quoting work outside venues? Use the service quotation template for labour, materials and visits.