Free Invoice Template for Event Planners

Event planning invoices often cover both your professional service and significant vendor pass-through costs. Clear structure prevents disputes. Include:

• Event name, date, and venue
• Your planning service description — full planning, partial planning, day-of coordination, venue sourcing
• Planning fee — clearly separated from vendor costs
• Vendor pass-throughs — catering, florist, photographer, AV, entertainment — itemised
• Your commission or coordination markup on vendor costs (disclosed per contract)
• Travel and accommodation expenses if the event is out of town
• Payment milestone — retainer, progress payment, or balance due date

Flat planning fee: A fixed fee for the full scope of planning services. Most common for weddings — typically a percentage of the total event budget (10–15%) or a flat project fee. Agree this before beginning planning.

Hourly rate: Better for partial planning, consulting, or corporate event work where scope is harder to define. Keep a time log and include a summary with the invoice.

Day-of coordination only: A separate, lower fee for clients who have planned their own event and need a professional to execute it on the day. Typically £500–£1,500 for weddings.

Commission on vendors: Some planners receive a commission from preferred vendors — disclose this in your contract and on the invoice if it affects pricing.

Event planners often collect and pass through large vendor payments. Manage these carefully:

• Vendor deposits: Invoice the client for vendor deposits immediately — do not fund vendor bookings from your own account. "Florist deposit — Bloom Studio — per quote ref: BLM-2025-087 — £500"
• Catering and venue hire: Pass through at quoted price. If you negotiate a discount, your contract should specify whether you pass savings to the client or retain them as part of your fee.
• Balance invoices: Collect vendor balances from the client before they are due to the vendor — don't be caught in the middle of a cash flow problem close to the event.
• Overspend on client-approved items: Invoice immediately with a clear explanation — clients don't like budget surprises after the event.

Event planning services are taxable professional services:

• UK event planners: Register for VAT at £90,000 turnover. Standard rate (20%) applies to planning services and any commission income. Large events may push turnover above the threshold quickly — monitor your revenue carefully.
• EU event planners: Event services may be taxable where the event takes place, not where you are based — the place of supply rules for "admission to and access to" events are complex. Consult a tax adviser for cross-border events.
• Cash-basis accounting: Event planners with large vendor pass-throughs can have significant cash flow mismatches — consider accruals accounting or separate client escrow accounts for vendor payments.