Event Planner Invoice Example
A corporate invoice for a product launch event, covering planning, vendor coordination, staff and rentals.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Event planning and design fee | 1 | $6,500.00 | $6,500.00 |
| Vendor coordination fee, 15 percent of $28,000 managed budget | 1 | $4,200.00 | $4,200.00 |
| On-site event staff, 6 staff for 8 hours | 1 | $2,880.00 | $2,880.00 |
| Rentals passthrough: AV, staging and furniture | 1 | $9,400.00 | $9,400.00 |
Rentals are passed through at vendor cost with no markup. Balance due within 10 days of the event on 14 August 2026.
An event planner invoice bills a corporate or private client for planning fees, vendor coordination and the staff and rentals that make an event happen. Corporate launches usually involve a managed budget, so the invoice needs to separate your fee from costs you are passing through on the client's behalf.
What should a event planner invoice include?
- Your company name and contact details
- The client's company name and the event name and date
- Your planning fee separate from any percentage based coordination fee
- The managed budget figure the coordination percentage is calculated on
- On-site staffing shown by headcount and hours
- Rentals and vendor costs passed through at cost, clearly labelled as such
How to create a event planner invoice
- 1Add your business details. Your name, address, contact details and tax number if you are registered.
- 2Add the client. Their name and billing address. Save them to reuse next time.
- 3List the work. Break the job into clear line items the way a event planner bills (see below).
- 4Add tax. Apply your tax rate, or leave it at zero if you are not registered.
- 5Set payment terms and a due date. State when payment is due and how the client can pay.
- 6Download or send. Export a clean PDF, or email it to the client. No signup, no watermark.
How do you itemise a event planner invoice?
Keep your own fee separate from money that is moving through you to vendors. A 15 percent vendor coordination fee should show the managed budget it is based on, and rentals passed through at cost should say so on the line, clients get uneasy when passthrough costs look like they might carry a hidden markup. On-site staff is worth billing by headcount and hours rather than a flat 'staffing' line.
What do event planners typically charge?
| Region | Typical billing |
|---|---|
| United States | $3,000 to $15,000 planning fee for a corporate event, plus 10 to 20 percent vendor coordination on the managed budget |
| United Kingdom | £2,500 to £12,000 planning fee, plus 10 to 15 percent coordination |
| European Union | €3,000 to €13,000 planning fee |
| Australia | AU$4,000 to AU$18,000 planning fee |
Indicative ranges for guidance. Your rate depends on experience, location and the job.
Do event planners charge tax on invoices?
Leave the tax rate at zero if you are not registered for sales tax. Event planning services are taxable in some US states and not others, and a few states tax the rental portion even when the planning fee is exempt, so check your state's rules before finalising a corporate contract.
What payment terms should a event planner use?
A deposit at signing, a second payment closer to the event date once vendor contracts are confirmed, and a final balance due within 7 to 14 days after the event is a common structure for corporate work. Vendor coordination fees are usually invoiced alongside the final balance once the managed budget is reconciled.
Frequently asked questions
How do I bill the vendor coordination fee?+
State it as a percentage of the managed budget and show that budget figure on the invoice, rather than just listing a fee amount. It makes the calculation checkable and avoids the client thinking it sits on top of an unclear number.
Should rentals be marked up or billed at cost?+
Many planners pass rentals through at vendor cost and earn their margin through the planning and coordination fees instead, that is what to state on the invoice if that is your model.
How do I invoice for on-site staff if the event runs over?+
Bill the confirmed headcount and hours from the contract as the base line, then add overtime hours as a separate line once the event wraps and actual hours are known.
Make this event planner invoice yours
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Use this exampleLast reviewed June 2026
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