6 Things Every Quote Must Have

Last updated on September 23, 2026

Every quote you send can turn into a booking, so you should cover as many details as possible from the start. Be clear about what you’re providing, for how much, and under what conditions to manage client expectations and ensure a smooth event.

1. The basics: who, what, when, where

While it may seem like a no-brainer, we’ve seen cancellations and disputes on GigSalad from simple misunderstandings over something basic. Getting ahead of these will prevent headaches and issues later.

Double-check the date (day, month, and year) and verify the performance time. If an exact venue address hasn’t been provided yet, that’s okay, unless it could greatly affect your quote. But definitely get that information well in advance of the event so you’re prepared.

If any details feel incorrect, discuss them with your client before sending the quote. As long as they haven’t booked yet, the client can edit their event info directly through their control panel. Or, they can reach out to the GigSalad team, and we can make the edits for them.

📄 Pro tip: Document all important discussions in the GigSalad message thread so you have an accurate record of any changes or decisions.

2. A reasonable deposit

Your deposit should give you some security while still making it easy for a client to commit to your services. Many performers choose 50% of the booking total, but there’s no one-size-fits-all amount. Consider what feels reasonable for your type of service, the total booking price, and how far in advance the booking is.

While you can set the full booking amount as your deposit, asking for 100% upfront may make some clients hesitant to book. A lower deposit can make the commitment feel more manageable while still giving you a payment to secure the date. In general, aim for an amount that protects your time and commitment without creating an unnecessary barrier for the client.

When you book through GigSalad, your client pays the full booking amount upfront. We send your deposit to you in advance, then send the remaining balance one to two business days after the event.

🔗 Learn more about collecting payments on GigSalad.

3. A clear description of services

Think of the “services to be provided” section as the place to spell out exactly what the client is booking when accepting your quote. A good description leaves little room for confusion about what you’ll provide, how you’ll provide it, and what the client can expect at the event.

Depending on your services, you may want to include details such as:

• Length of your performance, including breaks
• Setlist details or special request requirements
• Number of band members, dancers, performers, or other talent included
• Number of costume changes, routines, or sets provided
• Equipment or other items you’ll provide as part of the booking
• Any other details that are important to the scope of the service

Too often, our team sees people use this section as a general introduction or sales pitch, when that should really be sent separately as a message. Instead, the quote should clearly and concisely outline exactly what the client is booking.

Sales pitches are great and necessary, as many clients may not have seen your profile yet. But, you should send that message first, then follow up with a proposed quote for your services.

🕗 Pro tip: Be sure your performance time is clearly outlined. To a client, an hour is an hour. They may not understand what an hour means to a performer who might require setup, teardown, and breaks.

4. A fair cancellation policy

When you send your first quote, your cancellation policy will default to GigSalad’s settings. The terms include a non-refundable deposit and a refundable balance if the client cancels any time before the event. We’ve found this to be the most common cancellation policy, but you’re welcome to adjust this to whatever makes you feel most comfortable and protected.

We will refer to this cancellation policy if any disputes arise over a canceled booking, so double-check it before sending your quote.

😱 What if you need to cancel? Check out our Best Practices for Canceling a Gig on GigSalad

5. Additional terms and requirements

Once you’ve covered payment, services to be provided, and your cancellation policy, you may still have additional details that need a place in your quote so they are included in your final booking. These can be things like:

• Items the client should provide (ex: power outlets, song requests, dressing rooms)
• Bad weather accommodations
• Venue considerations (ex: loading in/out, parking passes, insurance waivers)

6. An expiration date

Give the client enough time to make a decision, but don’t leave your date open indefinitely. We recommend giving clients seven days to accept or decline a quote, though you may want a shorter window for events that are coming up soon.

For events farther out, especially larger bookings that may require more planning, you can give the client additional time by choosing a custom expiration date. Once a quote expires, the client can no longer book it. If they’re still interested and you’re still available, you can always send a new quote.

Once you’ve put all the pieces in place, you’ll have a fully fleshed-out quote that becomes a robust booking agreement as soon as the client makes payment.

Sample quote

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