Quote Generator

Polar X · fill in, preview, export
Saved proposals
Saved under the client and event name, whenever you press Save or export a PDF. Come back later, load it, tick "confirmed booking" and narrow down to the one package. Saved proposals live in this browser only, so press "Back up all" now and then and keep the file somewhere safe (e.g. iCloud). "Restore" brings a backup back in, keeping the newest version of each proposal.
Document type
Off: a clean quote, as now. On: the same document becomes the Booking Confirmation — reveals contact, billing and venue-address fields below, adds a Fees & Payment block (deposit/balance) and the T&Cs clause, and swaps the heading. Make sure only the one confirmed package is ticked below before switching this on.
Adds this confirmed booking to the Polar X Ledger as a new event (two events when films are booked alongside an activation), with the fee, deposit and balance dates filled in. If it's already there, it updates it instead, keeping any payments, invoices and costs you've recorded.
⚠ More than one package is ticked. The document below will still show all of them, but Fees & Payment is calculating its deposit off just one — untick the rest before sending this.
Packages to show
Entry-level — one roaming operator covering prints, photography and vox pops.
A bigger two-operator Essential for larger events — higher print volume, no dedicated DSLR.
Flagship — two operators, one dedicated to DSLR photography and video throughout.
Signature plus a third operator, priced bespoke per booking.
A dedicated photographer with a basic Event Hub. Quoted directly, never alongside the others.
Branded prints with a basic Event Hub as standard. No photography, video or vox pops. Quoted directly, never alongside the others.
Video content and guest vox pops with a basic Event Hub, no prints or stills. Quoted directly, never alongside the others.
Planned filming and edited films, such as nominee, team or story films for a ceremony. Quote it on its own, or tick it alongside one activation package. Booked under Schedule B.
Compare two options
Option A uses the hours and guest count entered below. Option B uses the figures here, so a client can see, say, 3 hours against 5, or 150 guests against 300. Compares one package: if more than one is ticked, only the recommended package is used. Not used on a confirmed booking.
Leave the labels blank to show the hours and guests automatically, e.g. "3 hours on site · 200 guests".
The manual overrides further down apply to Option A only. Option B uses its calculated price unless you enter one here.
Client & Event
3 hours included as standard. £75 per operator for each additional hour (operators are paid £50/hr overtime — the margin is intentional, not an oversight).
Booking confirmation details
Activation and photography bookings only. Leave blank to show "7 days before the event" (Schedule A, clause A2, or Schedule D, clause D2). Type a date to show it exactly, or "On confirmation" for bookings made less than 7 days out. Any other agreed terms go here too. Event Films always show "within 14 days of the delivery invoice" (Schedule B, clause B2).
Off by default: paying the deposit, or confirming by email, is enough to accept the terms (clause 3.3). Worth ticking for NHS, public sector or large corporate clients whose deposit may arrive after work has started, or anyone who asks to sign.
For awards and content programmes. Anyone listed here can use the content provided to them on the same organic (unpaid) basis as the client, under clause 7.5 of the T&Cs (Schedule C, clause C8, for sponsor content programmes). Leave blank if the content is for the client only.
Deposit (50%), balance terms, the branding-assets deadline and the T&Cs clause are added automatically — no need to type those.
Scale
⚠ Enter a guest count. Prints Only is priced by guest numbers, and a blank count is priced as 100 or fewer.
Only shown on the quote once filled in. Left blank, prices assume the included number. Up to 200 included. +£50 per additional 50 guests, applied to each package. Prints Only differs — only 100 included, then +£62.50 (£1.25/guest) per additional 50 — since print volume is its entire cost, not a minor add-on.
Add-ons (asked per quote)
Enter separately for each operator count. Two-operator packages (Signature, Amplify) often need more (e.g. two rooms, two travel fares) — both are folded into the all-inclusive price, no separate line on the night. Leave the two-operator figure blank to reuse the one-operator figure. Prints Only shares the one-operator (Essential) figure too.
Signature+ — additional operator (unlisted, bespoke)
Signature+ adds one more operator on top of the standard Signature team. For now this is priced bespoke per booking — a manual addition on top of the Signature total below — rather than from a fixed floor.
Added on top of the Signature total (including any extra hours, guests, travel or accommodation already in that figure), then rounded to the nearest £25. Defaults to £500 for an extra Activator, £575 for a dedicated photographer or videographer — those two carry a heavier post-production cost, so the default builds that in, plus a deliberate margin on top so Signature+ rewards the upsell rather than barely beating plain Signature. Adjust per booking as needed. If this operator works beyond the included hours, their extra time is now billed separately below at the standard overtime rate.
Bespoke Event Hub upgrade (Prints, Photography, Video Only)
Prints Only, Photography Only and Video & Vox Pops Only all include a basic Polar X Event Hub holding their content (print copies, edited photos, or the edit and vox pops). The upgrade (+£100) makes it a bespoke Event Hub branded for the client: their messaging, plus their own assets beyond a logo, such as photos, video, copy and links. Offer it on the quote as an optional add-on, and tick "Include" once the client says yes so it goes into the total.
Photography Only — duration (unlisted product)
Not on the website or sales deck. Quote this only in direct conversation — a budget-constrained enquiry, a venue where prints aren't viable, or an agency/corporate lead that specifically wants a photographer, not the full activation.
Uses "Total hours on site" above to work out any extra hours beyond the block, charged at £75/hr. If a half day plus extra hours would cost as much as a full day or more, the quote switches to the full day automatically. Travel is capped by design (UK-wide photographer network) and already baked into the £500 / £750 rate — don't add a separate travel figure for this tier unless a booking genuinely falls outside normal coverage, in which case price it manually via the override below.
Video & Vox Pops Only (unlisted product)
Not on the website or sales deck. Quote this only in direct conversation — a client who wants moving content and interviews but has no interest in prints or stills, or a lead where Photography Only or the full activation isn't the right fit.
Uses "Total hours on site" above — same 3-hour included base as Essential, extra hours charged at £75/hr. Travel is capped by design and already baked into the £695 rate — don't add a separate travel figure for this tier unless a booking genuinely falls outside normal coverage, in which case price it manually via the override below.
Event Films (unlisted product)
Not on the website or sales deck. Priced as if a freelance videographer films it and the editor cuts it, so the margin holds whoever delivers it. Schedule B terms apply: the deposit confirms the filming dates and the balance is due within 14 days of the delivery invoice.
First full day £1,195 (up to 8 hrs), each added full day £995. Half day £750 (up to 4 hrs) when it's the only filming booked, each added half day £550. Added days cost less because the brief, plan and kit prep are already done. Two-camera interviews and b-roll are included in every day. Need more time? Book another half or full day: overruns on the day are charged at £75/hr and shown on the confirmation, not sold here.
£300 / £450 / £650 per finished film, each with one round of feedback. Editor pay £100 / £175 / £250.
Cut-down £125 each, made from an approved film using the same material. An extra format is the same cut in another shape (e.g. vertical), £50 each.
A second person, not a second camera (two cameras are already standard). Worth adding for multi-site days, b-roll filmed at the same time as interviews, or someone to look after contributors, lighting and sound. £450 a full day, £300 a half day (pay £250 / £150).
Extra feedback round £75 per film. Leave the override blank to use the calculated total; a figure typed in is used exactly as entered (e.g. an agreed introductory rate).
Manual price override
Leave blank to use the calculated price. Enter a figure to force an introductory or negotiated rate (e.g. 900) — it's used exactly as typed, with no rounding applied. Essential's own calculated (non-overridden) price always lands £5 below the £25 grid (…1095 rather than …1100) to keep its budget-tier pricing. The Signature+ override sets its total directly, independent of the Signature override and the additional-operator fee below.
Tailored messaging
Tailor these to the specific client and event before exporting — reference the venue, the occasion, or the guest list where it helps.
Quote details
Filled in automatically with the next number (POL-001, POL-002…) and kept when you save, so the quote and its Booking Confirmation share one reference. Quote it on both the deposit and balance invoices, which keep their own PX-year-number invoice numbers. When films and an activation are booked together, the films use the same reference with -F on the end (e.g. POL-014-F). To continue from a particular number, type it in once and later quotes count up from it.