Event renters send quotes during the planning stage, often months before the event, and clients commonly request quotes from several companies. They compare item prices, delivery and labor charges, product quality, and whether the quote includes everything needed on the day. A quote that lists every line clearly is easier to approve than a single 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
Avoids confusion about 60 in. versus 72 in. rounds, linen colors, or chair styles.
Availability and pricing depend on the date, and the venue affects delivery distance and access.
Clarifies who is responsible for what and when the venue needs to be accessible.
State whether chairs are set in rows, tables are placed per a floor plan, and linens are put on tables, since these all affect labor.
Cover surface type, stake or ballast needs, utility locates, power for lighting, and permit responsibility so there are no surprises on install day.
Inventory is not held until a deposit is received, so state how long the pricing is valid.
Sets expectations on refunds, tent weather contingencies, and last-minute headcount changes.
| Service | Priced | Typical range |
|---|---|---|
| Folding chair (white resin or wood) | per chair | $1.50-4.00 |
| Round or rectangular table (60 in. round, 6-8 ft) | per table | $8-20 |
| Standard polyester linen (tablecloth) | per linen | $8-20 |
| Dinnerware place setting (plate, flatware, glass) | per setting | $2-6 |
| Frame or pole tent (20x20 to 20x40) with install | flat fee | $350-1,500 |
| Portable dance floor | per sq ft | $3-6 |
| Delivery and pickup | flat fee per trip | $50-300 |
| Setup and teardown labor | per hour per crew member | $40-75 |
Typical US ranges. Rates vary by region, experience, and job size.
Ask for a final headcount range and price the likely number, noting the cutoff date for changes. Clients often add guests, and a policy ahead of time prevents shortages.
A bundle such as chairs, tables, and linens for 100 guests is easy to compare against competitors, while the itemized breakdown shows how the package was built.
Factor in drive time, truck size, crew size, and venue access, not just mileage. A downtown venue with a loading dock and a hilltop estate with a gravel drive are not the same job.
Do a site visit or request photos and measurements before giving a firm price. Slope, trees, pavement versus grass, and utilities can change labor and equipment needs.
Quotes for standard rentals are normally free. For large tent or multi-day installs, some companies charge a site visit fee and credit it toward the booking if the client signs.
Many rental companies hold pricing for 14 to 30 days, and state that inventory is only reserved with a signed agreement and deposit, especially in peak wedding season.
Include a clause allowing quantities to go up subject to availability and to go down until a set cutoff, often 7 to 14 days before the event. After that, the client pays for the reserved count.
Yes. Show estimated sales tax, damage waiver, and any fuel or access surcharges so the total is close to the final invoice and clients are not surprised later.
Use the Event Rental invoice template to bill the client, or convert this estimate once it's approved.
Event Rental invoice template