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Wedding Planning Quote

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Wedding Planning Quote

**Wedding Vision & Planning Foundation** - Two planning consultations for [client name] - Wedding vision, priorities, and planning roadmap for [wedding date] - Preliminary budget framework and guest experience recommendations *Designed for a wedding of approximately [guest count] guests in [city]*1 200 $US
**Venue & Vendor Sourcing** - Shortlist of up to five suitable venues in [city] - Recommendations for up to six key vendor categories - Proposal comparison, availability follow-up, and booking guidance *Vendor contracts are entered into directly by [client name]*2 500 $US
**Budget, Timeline & Logistics Management** - Detailed wedding budget tracker and payment schedule - Master planning timeline and vendor production schedule - Floor plan, ceremony flow, reception timing, and logistical checklist - Up to three coordination calls with confirmed vendors1 800 $US
**Month-of Wedding Coordination** - Final vendor confirmations and delivery schedule - One final planning meeting with [client name] - Ceremony and reception run-of-show - Coordination of rehearsal logistics and wedding-party instructions *Begins four weeks before [wedding date]*2 200 $US
**Wedding-Day Coordination** - Lead planner on site for up to 12 consecutive hours - One assistant planner for guest arrival, ceremony, and reception transitions - Vendor check-in, timeline management, and issue resolution - Management of key moments, including ceremony processional, speeches, and cake cutting1 800 $US
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Wedding Planner Quote Template: a clear estimate for wedding planning services

This wedding planner quote template is a professional wedding planning estimate for planners who need to price, present, and secure their services before the work begins. It gives couples a clear view of what is included in their planning package, from venue research and vendor coordination to wedding-day management.

Use this wedding planning quote for full-service planning, partial planning, month-of coordination, destination weddings, or individual consulting sessions. It helps you bill flat planning fees, hourly consulting, travel, vendor-management time, rehearsal coverage, and optional add-ons without leaving room for costly misunderstandings.

Why use this wedding planner quote template

  • Set expectations from the start. Define the scope of planning work, the number of meetings, and the level of support the couple can expect.
  • Price every service clearly. Separate your planning fee from travel, accommodation, assistant staffing, styling support, and other reimbursable expenses.
  • Protect your event-day time. Include rehearsal attendance, setup supervision, vendor arrivals, timeline management, and the agreed coordination hours.
  • Make package comparisons easy. Present full planning, partial planning, and wedding management options in a format that is easy for couples to understand.
  • Create a professional approval process. State the deposit, payment schedule, quote validity period, and conditions required to reserve the wedding date.

What the template includes

  • Planner and client details: Your business name, contact information, the couple’s names, email addresses, and preferred phone numbers.
  • Wedding overview: Wedding date, ceremony and reception venues, estimated guest count, wedding style, and whether the event is local or destination-based.
  • Service package: The selected package, such as full-service wedding planning, partial planning, or month-of coordination, with a concise description of its scope.
  • Detailed services: Line items for venue sourcing, budget creation, vendor recommendations, contract review, design guidance, guest logistics, RSVP support, seating-plan assistance, and timeline creation.
  • Wedding-weekend coordination: Rehearsal coordination, final vendor confirmations, ceremony setup, reception setup, onsite management, and breakdown supervision where applicable.
  • Fees and expenses: Flat fees, hourly rates, travel charges, mileage, accommodation, assistant or associate planner fees, and estimated third-party costs.
  • Payment terms: Retainer or booking deposit, installment dates, final payment deadline, accepted payment methods, and late-payment terms.
  • Exclusions and assumptions: Services not included, such as floral design, catering management, stationery production, rental procurement, or unlimited revisions.
  • Acceptance section: Quote issue date, expiration date, client approval fields, and signatures.

How much to charge for wedding planning

Wedding planners commonly quote a flat package fee, an hourly consulting rate, or a combination of both. The right price depends on the event location, guest count, vendor complexity, planning timeline, travel needs, and the number of wedding-day hours required.

Use these North American market ranges as guidance and adjust them for your experience, local demand, and scope of work:

  • Initial consultation or planning session: $150 to $350 per session, or $125 to $250 per hour.
  • Month-of or day-of coordination: $1,200 to $2,500, often including final vendor confirmations, a detailed timeline, rehearsal support, and 8 to 12 hours onsite.
  • Partial wedding planning: $2,500 to $5,500 for couples who have booked key vendors but need structured guidance and coordination.
  • Full-service wedding planning: $4,500 to $12,000 or more, depending on the budget, guest count, venue count, and design involvement.
  • Destination wedding planning: $6,000 to $15,000 or more, plus reimbursable travel, accommodation, local transportation, and, when needed, assistant planner costs.
  • Additional onsite hours: $100 to $250 per hour. An additional planner or assistant may be billed at $300 to $800 per event day.

State whether travel and out-of-pocket expenses are estimates or billed separately. A quote that lists a $3,500 planning fee but says nothing about a two-night hotel stay or airfare can quickly become unprofitable.

Who this template is for

  • Independent wedding planners preparing their first formal quote.
  • Established planners offering tiered wedding planning packages.
  • Coordinators providing rehearsal and wedding-day management only.
  • Destination wedding planners billing travel and multi-day event coverage.
  • Event professionals adding wedding planning or vendor coordination to their services.
  • Planners quoting customized celebrations with multiple venues, cultural events, welcome parties, or farewell brunches.

Frequently asked questions

Should a wedding planner quote include vendor prices?

You can include estimated vendor budgets to help the couple understand the overall event spend, but clearly label them as estimates. Your quote should distinguish between your professional planning fee and contracts the couple signs directly with vendors.

How much deposit should I request to book the wedding date?

Many wedding planners request a non-refundable retainer of 25% to 50% when the proposal is accepted. The quote should state that the date is not reserved until the agreement is signed and the retainer has been received.

Should travel expenses be included in the wedding planning fee?

For local weddings, you may include a defined travel radius in your package. For destination or out-of-area weddings, list airfare, mileage, hotel, meals, parking, and local transportation as separate reimbursable expenses or set a clear travel allowance.

What should be excluded from a wedding planning estimate?

Exclude work that is not part of your package, especially unlimited meetings, design production, physical setup, rental handling, guest transportation management, or extra event days. Clear exclusions prevent couples from assuming that every wedding-related task is covered by one planning fee.