A lighting rental quote is sent after a client describes the event, venue, date, and look they want, and often before a site visit. Clients compare total price, the equipment list, what labor is included, and whether setup and strike are covered. A clear quote helps them judge you against competitors with different package contents.
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
Labor and equipment hold times drive the price, and late load-outs or early load-ins change the cost.
Stairs, long carries, no elevator, and loading dock limits add labor time and affect delivery pricing.
Prevents disputes about what was promised, such as the number of uplights or whether truss is included.
Clarifies whether you provide distribution and cable runs, or the venue provides outlets, and avoids last-minute generator or power add-ons.
States how many technicians and hours are in the price and what the overtime rate is if the event runs long.
Defines the delivery window and when gear must be accessible for pickup, which affects extra-day charges.
Sets expectations for upfront payment and refund rules before the client commits.
| Service | Priced | Typical range |
|---|---|---|
| LED uplight (battery or wired), wedding package | per fixture per event | $25-50 |
| LED par can or wash fixture | per fixture per day | $15-40 |
| Moving head fixture (spot/beam/wash) | per fixture per day | $75-200 |
| Truss, stands, or totem with clamps | per piece per day | $20-100 |
| Lighting console / controller | per day | $100-400 |
| Lighting technician (setup, strike, or operator) | per hour | $40-85 |
| Lighting designer / programmer | per day | $400-1,200 |
| Delivery and pickup | flat fee or per mile | $75-300 |
Typical US ranges. Rates vary by region, experience, and job size.
Three tiers, such as basic uplighting, uplighting with dance floor fixtures, and a full design with truss and haze, help clients choose without negotiating each fixture.
Include drive time, loading, setup, show, strike, and return to the shop. A four-hour event can take ten hours of your day.
List gobos, monogram projection, haze, and extra fixtures as add-ons so the base quote stays competitive and clients see where they can adjust.
Gear availability changes, especially in wedding season. A 7 to 14 day expiration and a note that dates are held only with a deposit keeps the schedule accurate.
For larger events or unusual venues, yes. A site visit reveals ceiling height, rigging limits, power, and access issues that change the price. For standard weddings, photos or a venue contact call may be enough.
Simple quotes are usually free. For custom lighting designs, renderings, or multiple site visits, many companies charge a design fee that is credited toward the rental if the client books.
Typically 7 to 30 days depending on how far out the event is. State that the date is not held until a deposit and signed agreement are received.
Only if the scope changes, such as added fixtures, a longer schedule, or a different venue. Put a clause in the quote that changes in scope or schedule will be billed at your stated rates.
Use the Lighting Rental invoice template to bill the client, or convert this estimate once it's approved.
Lighting Rental invoice template