Event Hire Quote Template
A structure for equipment and venue hire — the refundable damage deposit kept clearly separate from the hire fee itself, so there's no dispute about what's genuinely non-refundable.
What this quote looks like
Event Hire Quote Template
Prepared for: Emma & Jack Sullivan
Hire fee
Venue or equipment hire for the agreed period.
Delivery & setup
Transport, delivery, and setup ahead of the event.
Damage deposit
Refundable deposit, returned after collection if no damage or late return.
Illustrative example prices — adjust to your own rates and region.
Why this structure
Labelling the deposit as refundable in the quote itself — not just in a separate terms document — means the customer sees it as a deposit from the start, not an extra fee.
Commonly forgotten
- • Collection/breakdown time, priced separately from setup
- • Insurance requirements the hirer needs to have in place
- • Extra charges for late return of equipment
Good optional extras
- • On-site staffing for setup
- • Extended hire period
- • Event-day on-call support
Terms to get right
Set out the cancellation policy clearly, including the point at which a deposit becomes non-refundable.
FAQ
How far in advance should a deposit become non-refundable?
There's no universal rule — pick a cutoff that reflects how far in advance you commit costs (e.g. booking other hires elsewhere), and state it plainly in the quote.
Should damage costs be capped?
Capping damage liability at the deposit amount (rather than leaving it open-ended) is usually fairer and easier for a customer to accept upfront.