How many times should I follow up on a quote?

Until the client confirms or releases the date, with each message adding something: an answer, an option or a deadline. A clear close-the-loop message at the end beats going silent.

Should I call or email to follow up on a quote?

Use the channel the client used to reach you, and call for larger jobs or when a hold is about to expire. Email keeps a record of what was quoted and agreed.

How to follow up on an event quote without being pushy

Many quotes don’t get a no. They get silence. A follow-up schedule tied to the event date, and messages that give the planner a reason to reply, close more of that gap.

Devon Race

October 27, 20263 min read

General session stage at a corporate franchise convention

Follow up on an event quote within a day or two of sending it to confirm it arrived and answer questions, again a few days later with something useful, and then on a schedule tied to the event date and any hold on the gear, until the client confirms or releases the date. Every message should give the planner a reason to reply: a question, an option or a deadline. “Just checking in” rarely gets one.

Planners juggle venues, catering, budgets and their own bosses. When a quote goes quiet, it usually means they’re busy, not that the answer is no.

Why do event quotes go quiet?

The planner is waiting on budget approval from someone else
They’re comparing two or three companies and haven’t decided
Event details are still changing: the venue, the headcount, the date
Your quote got buried under the rest of their inbox

A follow-up schedule built around the event

When you send it: a short note with the quote, the event, the date and the one thing they need to decide.
A day or two later: confirm it arrived and ask one useful question about the event.
About a week later: send something that helps, like a leaner option, a layout or a note about the venue.
Before any hold on the gear expires: a clear deadline to confirm, extend or release.
After their decision date: close the loop politely, so the door stays open.
If they booked someone else: ask what decided it, and note when next year’s event will be planned.

Follow-up emails that get replies

Short, specific and about their event. Fill in the brackets and keep your own voice.

After sending: “Hi [Name], your quote for [event] on [date] is attached. Two quick questions so it’s right: is [venue] confirmed, and is the headcount still about [number]?”
A few days later: “Hi [Name], one idea for [event]: [option, such as a smaller package or a change that saves load-in time]. Happy to update the quote if it helps you get approval.”
Before a hold expires: “Hi [Name], we’re holding [gear] for [date] until [day]. After that it goes back into availability. Should I extend the hold or release it?”
Closing the loop: “Hi [Name], I haven’t heard back on [event], so I’ll assume plans changed. If anything comes up for this one or the next, I’m here.”

How do you make follow-up automatic?

Put every quote in a CRM with a status and a next step, so nothing depends on memory in busy season. Routine follow-ups and hold reminders can go out automatically, written in your voice, while anything that needs judgment, like a price question or a change in scope, comes to a person.

What not to do

Send the same “checking in” email again and again
Offer a discount in a follow-up nobody asked for
Let a hold lapse without telling the client
Follow up only by email when the client called you first

Common questions

How many times should I follow up on a quote?: Until the client confirms or releases the date, with each message adding something: an answer, an option or a deadline. A clear close-the-loop message at the end beats going silent.
Should I call or email to follow up on a quote?: Use the channel the client used to reach you, and call for larger jobs or when a hold is about to expire. Email keeps a record of what was quoted and agreed.