Wedding planning quotes with a retainer to book
Couples send the date, venue, guest count and services they want, then sign your planning quote and pay the retainer online.
Free, no subscription. Ready in a few minutes. Just 1% when a client pays you by card.
| Partial planning package | $3,200.00 |
| Assistant coordinator on the day, per houroptional8 × $45.00 | $360.00 |
| Rehearsal coordinationoptional | $350.00 |
| Rentals and decor setup and teardownoptional | $600.00 |
| Total | $3,560.00 |
Try an event planning quote form
Riverside Wedding and Event Planning 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 planning work
- Inquiries arrive without a date. Many first messages ask only for prices, so the first few emails go to collecting the date, venue and guest count.
- Packages change after the first call. Couples move between full, partial and day-of planning, and each change means rewriting the proposal.
- Scope grows after booking. Rehearsals, welcome parties and extra meetings get added later, and without a signed scope they are hard to bill for.
- Dates are held on a promise. A Saturday in peak season can be booked only once, so a couple who backs out late costs you that date.
What your event planning quote form asks
Planning fees depend on how much planning you take on, the guest count and how many vendors you still have to find. The form asks the type of help, the date, venue and guest count. It also asks what is booked and the budget.
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 date (or your best guess)They pick a date
- What's the event?Pick one: Wedding, Elopement or micro-wedding, Corporate event, Birthday or anniversary, ...
- What help do you need?Pick one: Full planning (start to finish), Partial planning, Day-of or month-of coordination, Design and styling only, ...
- Venue (name and city, or "not booked yet")A short answer
- How many guests?A number
- Ceremony and reception in one place? (weddings)Pick one: One location, Two locations, Not a wedding, Not sure
- What is already booked?Pick any: Venue, Catering, Photographer or videographer, DJ or band, ...
- Also need help withPick any: Rehearsal, Rentals and decor setup, Guest travel and hotel blocks, Welcome party or brunch, ...
- Total event budget (roughly)A short answer
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 planning job
The factors that most often change the price, and the reason the form asks about them.
- Level of service
- Full planning, partial planning and day-of coordination differ widely in hours. Many planners price each as its own flat fee.
- Guest count
- More guests means more vendors, more timeline detail and more staff on the day. Some planners move weddings above about 150 guests into a higher tier.
- Vendors still to book
- Finding a venue, caterer and photographer takes far more time than coordinating vendors the couple has already hired.
- Locations and days
- A separate ceremony site, a welcome party or a weekend of events adds coordination and on-site hours.
- Budget, for percentage pricing
- Planners who charge a percentage of the event budget often quote somewhere around 10 to 20%, so the budget sets the fee.
- Assistants and travel
- A second coordinator on the day, travel outside your area and overnight stays are commonly added as separate lines.
An event planning job, from request to deposit
Partial planning for a September wedding with 120 guests, with the venue and caterer already booked and the ceremony and reception at the same venue.
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Wedding, 120 guests, partial planningNew quote requestNew
- Event date (or your best guess)
- What's the event?
- What help do you need?
- Venue (name and city, or "not booked yet")
+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 Wedding, 120 guests, partial planning
Partial planning package $3,200.00 Assistant coordinator on the day, per houroptional $360.00 Rehearsal coordinationoptional $350.00 Rentals and decor setup and teardownoptional $600.00 Total $3,560.00 2. You send the quote
The day-of assistant, rehearsal and decor setup are optional lines, so the couple can see what each adds to the planning package.
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✓Quote acceptedSigned online by the clientTotal$3,560.00Deposit paid by card$1,068.00Balance due$2,492.00
3. They sign and pay the deposit
They pay your 30% 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 planning jobs
Many planners take a non-refundable retainer of about 25 to 50% when the contract is signed, because it holds a date they cannot sell twice. The rest is often split into stages, with the final payment due a few weeks before the event. Whether a retainer can be kept after a cancellation depends on your contract and local consumer law, so state it in your terms.
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 should a wedding planner charge?
It depends on the level of service and your market. Day-of coordination often runs from under $1,000 to a few thousand dollars, and full planning from a few thousand to well over $10,000 in larger cities. Planners charge a flat fee, a percentage of the budget or by the hour. Quote Falcon lets you price each job with your own lines.
Should a wedding planner charge a flat fee or a percentage?
Both are common. A percentage, often 10 to 20% of the budget, grows with the event but can feel unpredictable to couples. A flat fee is easier to compare and is tied to the work rather than the spending. Many planners now use a flat fee per service level, with extras such as a rehearsal priced separately.
How much is a wedding planner deposit?
Many planners take 25 to 50% as a retainer to hold the date. In Quote Falcon you set a percentage, a fixed amount, the full price or 2 to 6 payment stages. The couple pays the first payment by card through your own Stripe account when they sign, and you send a payment link for each later stage.
Can couples request a quote without calling me?
Yes. Your quote page at your-name.quotefalcon.com takes requests at any time, and you can add it to your website as a button or form. Couples answer your questions about the date, venue, guest count and services, and can add up to 10 photos. You get an email and reply with a quote when you have time.
Can I offer extras like rehearsal coordination as options?
Yes. Mark any line as optional, such as a rehearsal, welcome party coordination or an extra assistant. The couple ticks the ones they want on their quote page and the total updates, so you do not need to send a new proposal for each combination.
What if the couple adds services after booking?
They click Ask for a change on their quote page, or you edit the quote yourself. A higher price only counts once they sign the new version, and every version stays on the job's Proof of agreement page. That gives you a record of what was added and when.
Make your free event planning 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