Decorators send an estimate or proposal after an initial consultation or venue walkthrough and before the client signs a contract. Clients usually compare several decorators on total price, what is included, and how clearly the design is presented, so a detailed quote helps you stand out from a lump sum.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Invoice_1001_Client_2026-10-14.pdf
Access times drive labor cost and determine whether your plan is feasible.
Per-table items such as centerpieces, linens, and chargers scale with these numbers, so state the counts the price is based on.
Specific descriptions of arches, florals, signage, and lighting prevent disagreements about what was promised.
Clients often assume they keep centerpieces or backdrops. Say which items you take back.
List crew size, hours included, and any extra fees for stairs, long carries, or after-hours strike.
Late changes affect orders and labor. A cutoff date gives you a firm basis for charging more.
Clients should know what is due when signing and how much is kept if they cancel.
| Service | Priced | Typical range |
|---|---|---|
| Design consultation | per hour | $75-150 |
| Full event design and styling fee | flat fee | $500-3,000 |
| Setup and teardown labor (per crew member) | per hour | $25-60 |
| Balloon garland or arch | per linear foot | $25-50 |
| Backdrop or arch rental (owned inventory) | per item | $100-500 |
| Centerpiece (non-floral or mixed) | per table | $40-150 |
| Chair sash, cover, or linen styling | per chair | $2-8 |
| Delivery and pickup | flat fee | $75-300 |
Typical US ranges. Rates vary by region, experience, and job size.
Offer good, better, and best versions of the same event, such as basic tables, added backdrop and lighting, and full styling. Clients can choose a level instead of negotiating line by line.
Count design time, shopping, prep and assembly in your shop, transport, setup, and teardown. Many decorators underquote because they count only the hours on site.
Prices for florals and rentals can change between quote and event. Add a contingency of 5-10% or state that third-party prices are valid for a limited time.
Visuals with the quote reduce misunderstandings about the look and justify your pricing, which makes it easier for clients to say yes.
Many decorators offer a short first call free and charge for in-depth design work or venue visits, often $75-150 per hour or a flat fee that is credited toward the booking.
Most decorators hold pricing for 7-30 days. Your date is not reserved until a deposit is paid, so state that clearly.
Offer to reduce scope instead of the rate: fewer centerpieces, a smaller backdrop, or rented pieces in place of custom ones. Show what each change saves.
Only for changes outside the agreed scope, such as a higher guest count, new venue, or added items. Put this in writing and have the client approve revisions before you order materials.
Use the Event Decorator invoice template to bill the client, or convert this estimate once it's approved.
Event Decorator invoice template