Free DJ Quote Template
Quote a wedding or party with the performance hours, sound system, lighting, MC services, travel fee, overtime rate and deposit on one page. Download it free in Word, Excel or PDF, or fill it in online.
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Filled-out sample DJ quote. The download is the blank version.
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What to Put on a DJ Quote
A couple or event planner is comparing your quote to two or three others, usually line by line. They want to know exactly what time you are on site, how many hours you play, what equipment you bring and what happens if the party runs long. Include these items:
DJ Quote Checklist:
- Your details: business name, contact information, insurance status and quote number
- Event details: event type, date, venue name and address, and the client's name
- Timeline: load-in time, sound check, start and end of performance, and a hard stop time
- Performance hours: total hours of music, split into ceremony, cocktail hour and reception if they differ
- Sound system: speakers, subwoofers, microphones and the room size or guest count they cover
- Lighting: dance floor lighting, uplighting by the fixture and any special effects
- MC services: whether you announce introductions, toasts, the first dance and the grand entrance
- Travel and setup: a travel fee past your included mileage and any extra setup time
- Overtime: the hourly rate if the event runs past the contracted end time
- Deposit and balance: amount, due dates and what happens to the deposit on cancellation
- Backup plan: a backup DJ or equipment if something fails
- Valid-until date: how long the price and the date are held
Hourly Rate or Package Price
DJs quote either an hourly rate with add-ons or a package with a fixed number of hours. Packages are common for weddings because couples want one number, for example five hours of performance, a ceremony sound system, dance floor lighting and MC services. Hourly pricing with line items works better for corporate events and parties where the length is uncertain. Whichever you choose, show the included hours and the overtime rate on the quote so the client sees what a longer night costs before the night happens. Use your own rates. The amounts on this page are examples only.
How the Pieces Add Up:
- Performance: hours of music at an hourly rate, or a package price that includes a set number of hours
- Ceremony sound: a separate line for a second speaker setup and a wireless microphone at the ceremony location
- Lighting: a dance floor package plus uplighting, priced per fixture or per set
- MC services: either included or a flat add-on, since announcing takes preparation and a planning call
- Travel: a flat fee, or a per-mile charge past a set radius
- Overtime: an hourly rate, usually a bit higher than the base rate
Sound System and Lighting
Equipment is where DJ quotes differ most, and where a vague line costs you the booking or leaves you underpaid. Say what the system covers. A pair of powered speakers and a subwoofer can handle a ballroom of about 150 guests. A larger crowd or a big hall needs more speakers, which changes your load-in time and your price. If the ceremony is in a different spot from the reception, quote the ceremony setup on its own line, because it means a second speaker, a microphone and another set of cables to move. For lighting, name what you provide, such as a dance floor wash, moving heads or a set of eight battery uplights, and price extra fixtures per unit.
MC Services and Music Planning
Many couples hire a DJ as much for the MC as for the music. State whether you announce the grand entrance, toasts, cake cutting and the last dance, and whether the client gets a planning form, a call before the event or both. Say how you handle a do-not-play list and requests during the night. If MC work is part of the package, say so on the quote. If it is an add-on, price it on its own line so the client can choose.
Travel, Setup and Overtime
Set a travel radius that is included, such as 30 miles from your home base, and charge per mile or a flat fee past it. For venues with stairs, long carries or a tight loading window, add a setup fee or note the extra time you need. Overtime is the line clients ask about most. Quote an hourly rate, say whether it is billed in full hours or in 30-minute blocks, and say that overtime must be agreed with you on the night. Many venues set a hard stop for noise, so ask for the venue's end time and put it on the quote.
Deposit, Retainer and Cancellation
A DJ date cannot be resold easily, so a deposit that holds it is standard. A common structure is 25 to 50 percent of the total to book the date, with the balance due one to two weeks before the event. Spell out whether the deposit is refundable, and for how long. Many DJs keep it if the client cancels inside 90 days, and offer a date change once at no charge. Also say what happens if you cannot perform, such as illness: that you will find a comparable DJ, or refund everything paid. Our online builder can show the deposit as a credit on the final invoice.
Backup Equipment and Insurance
A venue or planner will often ask for a certificate of insurance before the event, usually general liability. If you carry it, say so on the quote and offer to send the certificate with the booking. Mention your backup plan in one sentence, for example that you bring a spare controller, a spare microphone and a backup of your music library. This is a small line that reassures a client booking a once-in-a-lifetime event.
Example DJ Quote
Here is what a wedding DJ quote looks like using our template, for a reception of about 120 guests with a separate ceremony. Amounts are examples only:
Turning the Quote Into an Invoice
When the client books, you can convert the quote to an invoice, or use our DJ invoice template to bill the deposit and the balance.
How to Use
- 01Pick Word, Excel or PDF above, or choose the online builder.
- 02Add your business details, the client name, the event date and the venue.
- 03List performance hours, ceremony sound, MC services, lighting and travel as separate lines.
- 04Add the overtime rate, the deposit schedule and the cancellation terms.
- 05Add a valid-until date, then send the quote.
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Common Questions About DJ Quotes
How do I write a DJ quote?
List your details, the client, the event date and venue, the performance hours, the sound system, lighting, MC services, travel fee, the overtime rate, the deposit and balance schedule, and a valid-until date.
How much should I charge for a wedding DJ?
It depends on your market and experience. Many wedding DJs charge a package for four to five hours that includes sound, MC services and basic lighting, then add the ceremony setup, uplighting and travel as separate lines. Show the included hours and the overtime rate on the quote.
Should a DJ quote include overtime?
Yes. State the hourly overtime rate, whether it bills by the hour or in 30-minute blocks and that it must be agreed on the night. The venue's hard stop time should also be on the quote.
How big a deposit should I ask for?
A common range is 25 to 50 percent of the total, due when the client books. The balance is due one to two weeks before the event. State whether the deposit is refundable and until what date.
Should I list the ceremony sound separately?
Yes, when the ceremony is in a different spot from the reception. It needs a second speaker setup and a microphone, so it is real extra work and should have its own line.
Is this DJ quote template free?
Yes. The Word, Excel and PDF downloads are free, with no sign-up and no watermark, and the online builder needs no account.
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