Quotation Estimate Diplomat in Italy Rome –Free Word Template Download with AI

Quotation Estimate

Quotation Reference No.	DIPL-ROM-2025-04871
Date of Issue	14 June 2025
Validity Period	30 days from date of issue (expires 14 July 2025)
Prepared For	Signor Marco Bellini, Director – Fondazione Culturale Mediterranea, Piazza Navona 18, 00186 Rome, Italy
Prepared By	Dr. Elena Marchetti, Senior Account Manager, Diplomat – Italy Rome Office
Project Location	Rome, Italy (Lazio Region) – Primary venue: Palazzo Doria Pamphili, Via del Corso 45, 00186 Rome
Currency	Euro (EUR)

Dear Signor Bellini,

Thank you for your inquiry regarding the provision of comprehensive diplomatic and corporate event services for the upcoming Festival of Mediterranean Heritage, scheduled to take place in Rome, Italy, from 22 to 26 September 2025. On behalf of the entire team at Diplomat, we are pleased to present this formal Quotation Estimate detailing the scope of work, associated costs, and terms of engagement for the services to be delivered in Italy Rome.

Diplomat has been providing premier diplomatic liaison, multilingual interpretation, cultural protocol advisory, and high-end event coordination services across the Italian capital for over fifteen years. Our Rome office, situated in the historic centre of the city, is uniquely positioned to manage events of international significance within the cultural and political heart of Italy. This Quotation Estimate reflects our commitment to delivering excellence tailored specifically to the requirements of your foundation and the prestige of the Rome venue.

Scope of Services – Diplomat, Italy Rome

The following services are included in this Quotation Estimate and will be executed by Diplomat's dedicated Rome-based team throughout the five-day festival period in Italy Rome:

Ref.	Service Description	Duration / Qty	Unit Rate (EUR)	Subtotal (EUR)
01	Diplomatic Protocol Advisory & Guest Liaison – Full-time senior protocol officer (Dr. Sofia Ricci) managing all foreign dignitaries, embassy representatives, and cultural attachés arriving in Rome for the festival. Includes pre-event coordination with the Italian Ministry of Foreign Affairs and the Ambasciate in Rome.	5 days	1,850.00	9,250.00
02	Simultaneous & Consecutive Interpretation – Team of four certified interpreters (Italian, English, French, Arabic) providing real-time interpretation for all plenary sessions, press conferences, and bilateral meetings held at Palazzo Doria Pamphili, Rome.	40 hours	120.00	4,800.00
03	Event Coordination & Logistics Management – End-to-end management of venue setup, stage design, audiovisual equipment, catering coordination, and guest hospitality at the Rome venue. Includes on-site project manager and two production assistants.	5 days	2,400.00	12,000.00
04	Official Documentation & Translation – Certified translation of all programme materials, speeches, press releases, and official correspondence into Italian, English, and French. Includes notarisation of documents for Italian legal compliance.	1 package	3,200.00	3,200.00
05	Transportation & Security Coordination – Arrangement of official vehicles, security detail coordination with the Questura di Roma, and escort services for VIP guests throughout the Rome metropolitan area during the festival.	5 days	1,600.00	8,000.00
06	Post-Event Reporting & Archival – Comprehensive written report of all proceedings, photographic documentation, video recording of key sessions, and digital archival of all materials delivered to the Fondazione within 15 business days.	1 package	2,100.00	2,100.00
Subtotal (before VAT)				39,350.00
VAT (22% – Italian Value Added Tax)				8,657.00
TOTAL AMOUNT DUE (EUR)				48,007.00

Payment Terms

A deposit of 40% (EUR 19,202.80) is due upon acceptance of this Quotation Estimate, payable via bank transfer to Diplomat S.r.l., IBAN: IT60 X054 2811 1000 0000 0123 456, BIC: BLOPIT22.
The remaining 60% (EUR 28,804.20) shall be invoiced within five (5) business days following the conclusion of the festival and is due within thirty (30) days of the invoice date in accordance with Italian commercial law (Codice Civile, Art. 1182).
All payments are to be made in Euro (EUR). Diplomat reserves the right to apply a 1.5% late-payment interest charge per month on any outstanding balance, as permitted under Italian regulations.

Terms & Conditions

This Quotation Estimate is valid for thirty (30) days from the date of issue. After the expiry date, Diplomat reserves the right to revise pricing due to changes in resource availability, venue costs, or applicable Italian tax regulations.
All services will be performed in Rome, Italy, by personnel employed or contracted by Diplomat S.r.l. The company holds all necessary Italian operating licences, professional certifications, and insurance coverage (RC professionale, minimum EUR 2,000,000 per claim) as required by Italian law.
Diplomat shall comply with all applicable Italian data protection regulations (GDPR and the Italian Garante per la Protezione dei Dati Personali) regarding the handling of personal data of guests, speakers, and staff.
Any modifications to the scope of work outlined in this Quotation Estimate must be agreed upon in writing by both parties. Additional services not included herein will be subject to a supplementary Quotation Estimate issued by Diplomat.
In the event of force majeure (including but not limited to natural disasters, government-mandated closures, or public health emergencies affecting Rome, Italy), Diplomat shall notify the client within 24 hours and both parties shall negotiate in good faith regarding rescheduling or partial cancellation without penalty.
This Quotation Estimate is governed by the laws of the Italian Republic. Any disputes arising from this engagement shall be subject to the exclusive jurisdiction of the courts of Rome, Italy.

Acceptance

By signing below, the client acknowledges receipt of this Quotation Estimate and agrees to the terms, conditions, and pricing outlined herein. Diplomat will commence pre-production planning for the Festival of Mediterranean Heritage in Rome, Italy, upon receipt of the initial deposit.

For Diplomat S.r.l. – Italy Rome
Dr. Elena Marchetti
Senior Account Manager

Signature: _________________________
Date: _________________________ For Fondazione Culturale Mediterranea
Signor Marco Bellini
Director

Signature: _________________________
Date: _________________________ ⬇️ Download as DOCX Edit online as DOCX

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