Your event

My event

Date to be confirmed

Guests

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Add in Event details

Planned spend

No budget set

Real quotes in

0/0

Costs confirmed by suppliers

Checklist

0 of 0 done

Next up

From estimate to real numbers

Ready for an accurate quote?

Your estimates are a starting point. Send your event summary to a caterer or event planner, then enter their real figures in Budget & quotes.

Kerr & Ladbrook Catering · 07 838 9338 · catering@kerrandladbrook.co.nz

Plan your event in three steps

1Fill in the basicsDate, guest numbers, venue, style, and the budget you'd like to stay within.

2Contact your suppliersCopy your event summary and send it to your caterer, venue, and other suppliers to ask for quotes.

3Enter the real figuresReplace each estimate with the supplier's quote. Your totals and balance owing update automatically.

Step 1

Event details

The basics every venue, caterer, and supplier will ask for. Fill in what you know now and add the rest later.

The event

Event name Event type Date Start time Finish time Adult guests Children (under 12) Overall budget (NZD incl. GST) Theme, style or feel (e.g. relaxed garden party, formal dinner, rustic, corporate)

Location

Venue name Town / city Region Venue address Setting Venue notes (kitchen access, parking, power, access times, restrictions)

Main contact

Name Phone Email Company / organisation (if relevant) Best time / way to contact

Step 3

Budget & quotes

Add your own estimate for each cost. When a supplier sends a quote, enter it under Real quote. The quote replaces your estimate in the totals.

Budget

Your target

Planned total

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Confirmed quotes

0 of 0 items

Paid so far

Deposits & payments

Still to pay

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Tip: set aside 5–10% as contingency for last-minute extras. Prices in NZ are usually quoted including GST. Check this with each supplier.

Item	Supplier	Your estimate	Real quote	Paid	Status
Totals

Food & drink

Catering

Capture what you'd like so your caterer can give you an accurate quote. Use the per-head figure for a rough estimate until the real quote arrives.

Food

Service style Courses / meals needed Food service time

Menu ideas & must-haves

Quick catering estimate

Estimated price per head Guests Estimated catering total

Not sure what per-head price to use? Ask your caterer for a rough range, or leave this blank until you have a quote.

Dietary requirements — number of guests

Allergy details & other notes

Drinks

Drinks arrangement Alcohol licence needed? Drinks notes

Staff & hire

Tick anything you may need your caterer or a hire company to supply.

Good questions to ask your caterer

What's included in the per-head price?
Are staff, travel, and GST included?
When do you need final numbers?
What deposit is required, and when is the balance due?
Can you cater for our dietary needs?
Do you supply equipment, crockery, and linen?
How long do set-up and pack-down take?
What's your cancellation policy?

Step 2

Suppliers

Track who you've contacted, who has sent a quote, and who's booked. Use Copy enquiry to send any supplier your event details.

Stay on track

Checklist

A suggested timeline for your type of event. Tick tasks off, edit them, or add your own.

On the day

Run sheet

The timeline for the day. Share it with your venue, caterer, and helpers so everyone knows what happens when.

Time	What's happening	Who's responsible	Notes

Keep it all together

Quotes & files

Upload quotes, price lists, menus, contracts, and invoices your suppliers send you. Link each one to a cost or supplier so you can find it again.

📄

Drop files here or click to uploadTap to upload a file

Quotes, price lists, menus: PDF, Word, Excel, or snap a photo of a printed quote · up to 25 MB each

Tip: got a quote by email? Save the attachment, then upload it here. Then enter the total in Budget & quotes under Real quote.

Everything else

Notes

Ideas, links, decisions, and anything else you want to remember.

Ideas & inspiration

Decisions made & things to follow up