Party rental quotes from guest count and site photos
Clients send the date, delivery site, guest count and items they need, and you send a rental quote with delivery and setup listed.
Free, no subscription. Ready in a few minutes. Just 1% when a client pays you by card.
| 20x40 frame tent | $650.00 |
| 60-inch round tables10 × $14.00 | $140.00 |
| White folding chairs80 × $3.50 | $280.00 |
| Delivery, setup and takedown | $350.00 |
| Tent sidewalls, full setoptional | $180.00 |
| Bistro lights in tentoptional | $175.00 |
| Total | $1,600.00 |
Try an event rental quote form
Riverside Party and Event Rentals is a sample business. Fill in its form as a client would, open the quote it sent, and look around the dashboard. It's the real app with sample data, and nothing you enter is sent.
What your clients see first. The questions this trade starts with, plus their details and up to 10 photos.
The quote they get. Every line, optional extras they can tick, and one button to accept and pay your deposit.
What you see. A sample dashboard (a moving company): new requests, quotes out, upcoming jobs and payments.
Common quoting problems in event rental work
- Guest count rarely comes with the request. Without it, you cannot size the tent or count tables, so the first reply is a list of questions.
- Site details show up on delivery day. Asphalt instead of grass, a long carry or a slope changes the anchoring and labour you priced.
- Orders change right up to the event. Extra chairs, linens and heaters get added by text, and the paperwork falls behind.
- Peak weekends book only once. A tent held for a July Saturday earns nothing if the client cancels late and paid no deposit.
What your event rental quote form asks
Rental quotes depend on what is rented, the guest count and what delivery and setup take. The form asks the date, site, guest count and seating style. It also asks the surface a tent would go on. Site photos show slopes, access and where the truck can park.
Your form has its own page at your-name.quotefalcon.com. Clients can fill it in at any time, including evenings and weekends, and you get an email for each request. Share the link by text, on your Google Business Profile or social pages, or add the form to your website.
You can change, remove or add questions at any time in your settings.
The questions your form starts with
- Event dateThey pick a date
- Delivery address or venueA short answer
- How many guests?A number
- What do you need?Pick any: Tent, Tables, Chairs, Linens, ...
- Seating stylePick one: Seated dinner (round tables), Seated dinner (long tables), Cocktail or standing, Mix of seated and standing, ...
- If you need a tent, what will it go on?Pick one: Grass, Asphalt or concrete, Gravel, Deck or patio, ...
- Delivery and setupPick one: Delivery, setup and takedown, Delivery and pickup only, I'll pick up and return, Not sure
- How long do you need everything?Pick one: One day, A weekend (2-3 days), Longer, Not sure
- Anything about the site?Pick any: Truck can park close by, Long carry, stairs or a slope, Venue sets delivery and pickup times, Buried lines (sprinklers, gas, cable), ...
Every form also asks for: their name and email, and their phone if you ask for it · notes · up to 10 photos
How quoting works in Quote Falcon
Share your link
Clients fill in your form and add up to 10 photos. You get an email for each request.
Send the quote
Add line items, quantities and tax from your phone or computer. Saved lines go in with one tap, and any line can be optional.
Get it signed and paid
The client signs online and pays your deposit by card. Collect the rest with a card payment link, or record cash and e-transfer.
What changes the price of an event rental job
The factors that most often change the price, and the reason the form asks about them.
- Tent size and type
- Tent size follows guest count and layout. Frame, pole and clearspan tents are priced very differently, and sidewalls are often extra.
- Surface and anchoring
- Grass allows staking. Asphalt, concrete or decks usually need weights or water barrels, which take more equipment and labour.
- Quantities
- Tables, chairs and linens are priced per piece, so guest count and seating style drive much of the total.
- Delivery, setup and takedown
- Delivery is often priced by distance, and setup and takedown by crew time. Pickup by the client is usually cheapest.
- Site access
- Long carries, stairs, slopes and tight delivery windows set by the venue add crew time.
- Rental period
- Many items are priced for one day or a weekend, with longer rentals priced higher.
- Permits and locates
- Some areas need a permit for larger tents, and staking may require buried utility lines to be marked first.
An event rental job, from request to deposit
A tent, tables and chairs for an 80-guest seated dinner on a lawn, delivered and set up the day before.
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Backyard wedding, 80 guests, tent on grassNew quote requestNew
- Event date
- Delivery address or venue
- How many guests?
- What do you need?
+21. The request comes in
The client answers your form's questions and adds photos. You get an email, and the request waits in your dashboard.
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Quote Backyard wedding, 80 guests, tent on grass
20x40 frame tent $650.00 60-inch round tables $140.00 White folding chairs $280.00 Delivery, setup and takedown $350.00 Tent sidewalls, full setoptional $180.00 Bistro lights in tentoptional $175.00 Total $1,600.00 2. You send the quote
Tent sidewalls and bistro lights are optional lines, so the client can add them if the forecast turns.
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✓Quote acceptedSigned online by the clientTotal$1,600.00Deposit paid by card$400.00Balance due$1,200.00
3. They sign and pay the deposit
They pay your 25% deposit by card, Apple Pay or Google Pay. They are emailed a signed PDF (you can download it from the job), and you collect the rest by card payment link or record cash or e-transfer.
Deposits and payment terms for event rental jobs
Many rental companies take 20 to 50% at booking to hold the items, and the deposit is often non-refundable. The balance is commonly due a week or two before the event, or before the truck leaves. A damage deposit or a charge for lost items is usually a separate term. Put your deposit, balance date and damage policy in writing.
How deposits work in Quote Falcon
You set your usual deposit once: a percentage, a fixed amount, the full price, or payment stages for bigger jobs. Clients pay by card, Apple Pay or Google Pay through your own Stripe account.
Optional lines. The client can tick or untick optional lines on their quote page, and the total and deposit update. If they want something else changed, they ask from the quote page and you send a new version for them to sign.
No subscription, no plans, nothing to upgrade to.
only on card payments clients make through Stripe, on top of Stripe's own fee. Cash, e-transfer and cheques: no fee.
Everything's included
- Your own quote page with questions for your trade
- Photos with every request, up to 10
- Itemized quotes with saved lines and tax
- Optional lines clients tick themselves
- E-signatures with a signed PDF
- Card deposits and payment stages
- Follow-ups when a quote goes quiet
- Calendar you can share with your crew
- Website button or built-in form
- Spam protection on every form
Common questions
How much does it cost to rent a 20x30 party tent?
It depends on the tent type, your area and what is included. Published price lists often show a 20x30 frame tent in the low to mid hundreds of dollars before delivery, setup, sidewalls and lighting. On your quote, show the tent, delivery and add-ons as separate lines so clients can compare like for like.
How to price party rental items?
Many rental owners aim to recover an item's cost over a set number of rentals, then adjust for cleaning, wear, storage and local rates. Delivery and labour are usually priced on their own. In Quote Falcon you save each item as a line with your price and add the quantities for each event.
How many chairs and tables for 100 guests?
For a seated dinner, plan one chair per guest. A 60-inch round seats about 8 comfortably, so 100 guests need around 12 or 13 tables, or 10 if you use 72-inch rounds. Cocktail events need fewer chairs and some high-top tables. The form's seating style question tells you which layout to quote, and the guest count sets the quantities.
Does Quote Falcon track rental inventory?
No. Quote Falcon handles the request, the quote, the signature and the payments, and shows jobs on your calendar. It does not track stock, check item availability or plan delivery routes. Owners with large inventories often keep a separate rental system and use Quote Falcon for requests and quotes on custom events.
How much deposit do party rental companies take?
Many take 20 to 50% at booking, often non-refundable, with the balance due before delivery. In Quote Falcon you set a percentage, a fixed amount or payment stages, and the client pays the first one by card when they sign. You send a payment link for the balance when it is due.
Can clients add items after they book?
Yes. They click Ask for a change on their quote page and list what they need, or you edit the quote. A higher price only counts once they sign the new version, and every version is kept on the job's Proof of agreement page, so the final order is on record.
Make your free event rental quote form
Your form starts with the questions above. Setup takes a few minutes and there's no credit card or subscription.
Create your free quote form