Build a quote
Every part of a private event's quote, from the date and headcount to drinks, food, fees and add-ons, and what closing the taproom does.
A quote is one private event: when it is, who it's for, how many are coming, and what they'll eat and drink. The total on the right updates as you type, so you can price it on the phone with the customer.
Open a quote by clicking it in the list, on either calendar, or on Today.
Click Save before you close
A quote saves when you click Save at the bottom, not as you type. Closing it first loses your changes.
The top
The name at the top is the event's name: click it to change it. Beside it are the print button and the status. See the statuses.
Schedule
| Field | What it's for |
|---|---|
| Date | The day. Picking it sets Day type: Friday, Saturday and Sunday are Weekend, the rest Weekday. |
| Start and End | Type a time the way you'd say it: 7:30 PM, 19:30, 7pm. |
| Day type | Decides which buyout target applies. A new quote starts as Weekday until you pick its date, and you can change it by hand. |
| Calendar color | Its color on the calendars. Until you pick one, it takes its status's color. |
Contact
Name, Email, Phone, and Company / billing entity if someone else is paying. They print under Quote For.
Headcount
Guests is everyone coming, kids and non-drinkers included. Kids and Non-drinkers are out of that number. The line underneath works out the adults and the drinkers the quote prices for. See Who counts as a drinker.
Beverage service
| Service type | What you add |
|---|---|
| No Beverage | Nothing; no drinks line. |
| Drink Tickets | Which Ticket, and Tickets per drinker. |
| Open Bar | Which Package, and how many Hours. |
| Cash Bar | Nothing; guests pay for their own. It prints as a line at no charge. |
Food & fees
| Field | What it's for |
|---|---|
| Food option | A food package, priced per adult. |
| Venue fee | A flat fee, like cleaning. |
| Custom revenue target | This event's own buyout target. Leave it at 0 to use your weekday or weekend target. |
| Closed to public | The party has the taproom to itself. See Closing the taproom. |
| Apply minimum spend | Tops food and drink up to the Minimum spend amount. |
Add-ons
Add line for anything else you charge for: trivia, decor, AV. Each line is a description, a unit price and a quantity.
Notes
Anything about the event. Notes print on the quote, so keep private notes out of them.
Tasks
Below the notes, the quote's own Tasks panel. Add what has to happen before the night, or lay out a template from the event's date. See Tasks for events, brews and beers.
The live quote
The right side is the price as it stands: the Grand total, what it comes to per guest, and each line: Drinks, Food, Min spend fee, Add-ons, Venue fee, Room rental (auto), Subtotal, Gratuity and Tax. When the taproom is closed to the public, it also says the target it's working to and whether the room fee topped it up.
If the headcount changes prices the same quote for 20 to 100 guests, ten at a time, so you can answer "what if we're 60?" on the spot. Your current count is highlighted when it's on the table.
How each line is worked out: How a quote is priced.
Closing the taproom
A new quote starts with Closed to public on. Closed, the quote is held to your buyout target, and the Same day list at the top of the quote checks the date for clashes.
Same day lists everything else on the calendar that day. If the booking overlaps, in time, an event the public can walk into, the event is marked Clash and a warning says which one and when: Closed to the public from 6 PM, and Trivia Night is on at 7 PM. Move one, or turn off Closed to public if the room fits everyone.
What counts as overlapping:
- An event the public can come to: one on your team calendar, or a Taste event that isn't by invitation and isn't canceled.
- An event with no times takes the whole day. One with a start but no end runs two hours.
- Events on the same day that don't overlap are listed, not warned about.
The event's own page warns about the booking too, and Today marks the public event Clashes with the booking.
Print it
Print quote (for a Draft or Quoted event) or Print event order (once it's booked) opens a printable page. Print / Save as PDF prints it or saves the PDF to send.