The sample covers full planning for a corporate event: a planning fee, day-of coordination staff, a venue deposit paid on the client's behalf and decor rentals. Rename lines for weddings, birthdays or conferences. If you charge a percentage of total event spend, show the base amount and percentage in the description. Include the event date and venue so the invoice is easy to file.
Invoicing tips for event planners
- Separate your planning fee from vendor pass-through costs, and attach vendor invoices for any cost you paid on the client's behalf.
- Tie payment milestones to the event timeline, with the final balance due before the event date.
- If you charge a percentage of event spend, show the base amount and percentage on the invoice.
- Avoid fronting large vendor deposits; ask clients to pay vendors directly or collect the funds before committing.
Typical line items
- Event planning and design fee
- Day-of coordination staff (per coordinator)
- Venue deposit paid on client's behalf
- Decor and linen rentals (pass-through)
Rates shown are examples only — edit them to match your pricing.
FAQ
How do event planners structure their fees?
Common models are a flat planning fee, a percentage of the total event budget (often 10-20%), or hourly rates for partial planning and consultations. Flat fees give clients certainty, while percentages scale with complexity. Whichever you choose, make it explicit on the invoice so clients can see exactly how the fee was calculated.
Should vendor payments go through my invoice?
It depends on your business model and risk tolerance. Having clients pay vendors directly avoids fronting money and keeps your income figures clean. If you do pay vendors, invoice those costs separately, attach receipts and state whether you add a service fee. Collect funds before paying vendors to protect your cash flow.
When should the final payment be due?
Most planners require the final balance one to four weeks before the event so all vendor payments can be settled in time. Last-minute additions or overtime on the day can be billed on a short post-event invoice. Put the schedule in your contract and repeat it on each milestone invoice.
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