Wedding and Event Consultation and Quotation Procedure

Purpose. Describes how the events team captures a client brief, prepares a design proposal and quotation, and converts it into a confirmed event file.

1.Enquiry

Every enquiry must be logged in the Event Brief Register within one business day with the event date, venue, estimated budget and contact. The Events Manager must check the date against existing bookings and staff availability before offering a consultation.

2.Consultation

Consultations must be held in the Prahran studio or by video call and take no more than one hour. The designer must use the Design Brief Template to record the occasion, style, colour palette, must-have flowers, items required, venue constraints, delivery and bump out times and budget. Seasonal availability must be explained so that expectations are realistic.

3.Proposal and quotation

The designer must prepare a quotation using the Event Quotation Template within five business days. Each item must be priced from the current cost sheet with the standard markup, labour, delivery, hire and bump out charges shown separately. The Events Manager must approve every quotation over five thousand dollars before it is sent.

4.Terms and deposit

A quotation is held for 14 days. A booking is confirmed when the client accepts the quotation in writing and pays the deposit stated in the terms. The final balance is due 14 days before the event. Changes after the final count date will be charged at cost plus labour.

5.Event file

Once confirmed, the event must be moved to Confirmed in the Event Brief Register and a production schedule, stock order, staffing plan and site risk assessment must be prepared. The site risk assessment must be complete before any installation work begins.

6.After the event

Hire items must be returned and checked within two days. The client must be contacted for feedback within a week and the outcome recorded in the register. Photographs must not be published without the consent recorded in the brief.