Event Planner Invoice Template: Free + What to Include
Event planning invoicing is more complex than most freelance billing. You're managing deposits months before the event, passing through vendor costs, and dealing with last-minute cancellations. This guide covers everything you need to invoice professionally — and get paid before the chaos of event day.
Event planner billing specifics
Event planning invoices typically include several types of charges:
Planning fee
Your core service fee — usually hourly or a flat fee for the planning phase. Some planners charge a percentage of total event budget (10–20%).
Invoice line: Planning services: €1,500 flat fee
Day-of coordination fee
Separate fee for being present at the event and coordinating vendors, timing, and logistics on the day. Often a flat fee.
Invoice line: Day-of coordination: €800
Vendor management markup
When you book vendors (catering, AV, decor), you can either bill at cost + a separate management fee, or mark up vendor costs and present a single price. Be consistent and transparent.
Invoice line: Catering management (10% markup on €5,000 catering): €500
Production costs — pass-through
Actual vendor invoices you're passing through to the client at cost. These should be itemised so the client can see exactly what they're paying for.
Invoice line: Florals (pass-through, ABC Flowers invoice enclosed): €1,200
Incidentals / expenses
Mileage, printing, postage, samples, site visits. Either bundle into your fee or bill separately at cost.
Invoice line: Travel expenses (3 site visits × 45km): €67.50
Event invoice timeline: deposit → balance
Events are booked far in advance. Your billing timeline should match the planning milestones:
Invoice 1: Booking deposit
💡 Non-refundable (or subject to cancellation policy). Secures your dates.
Invoice 2: Second milestone
💡 Covers planning work completed. Often coincides with final vendor bookings.
Invoice 3: Final payment
💡 Get this before event week. The chaos of event day is not the time to chase payment.
Invoice 4: Post-event (if applicable)
💡 Document everything during the event. Issue within a week while details are fresh.
Free event planner invoice template
Use Chaser's free invoice builder to create professional event planning invoices. Add your planning fees, vendor costs, and deposit deductions as line items. Download a professional PDF in seconds.
Create Event Planner Invoice Free →Free. No signup. Instant PDF download.
What happens if a client cancels an event?
Event cancellations are devastating — months of work disappear instantly. Your contract and invoices must protect you:
| Cancellation timing | Recommended fee | Rationale |
|---|---|---|
| 12+ months before event | Deposit minus booking fee (e.g., keep €200) | Limited work done, date may be re-bookable |
| 6–12 months before | Full deposit non-refundable | Significant planning work, lost booking opportunity |
| 3–6 months before | Full deposit + 25% of remaining fee | Vendors may be booked, hard to fill the date |
| 1–3 months before | 50–75% of total fee | Most work done, very hard to re-book |
| Less than 1 month before | 100% of total fee | All work done, no time to find replacement booking |
On your invoice: reference the contract
Every invoice you send should reference the contract: "This invoice is issued in accordance with the Event Planning Agreement dated [date]. Cancellation terms per Section 4." This creates a direct link between the invoice and your legal protections.
Automate follow-up on unpaid event invoices
With long billing timelines (months before an event), event planners often have multiple outstanding invoices at once. Chaser tracks all of them and automatically follows up — so you can focus on planning great events, not chasing payments.
Try Chaser Free — Automate Invoice Follow-UpFrequently Asked Questions
What should an event planner invoice include?
An event planner invoice should include: your business details and client details, event name and date, planning/coordination fees (flat or hourly), vendor costs being passed through (with your markup noted), day-of coordination fee, any incidentals, subtotal, tax/VAT, and total. Also include the deposit paid to date and the balance due. Payment terms and late payment interest should be stated clearly.
How do event planners charge for their services?
Event planners typically use one of three fee structures: (1) Flat fee — a fixed price for all planning services, usually a percentage of total event budget (10–20%), (2) Hourly rate — billed for actual time spent, (3) Vendor markup — the planner charges retail pricing on vendor services they book, keeping the margin. Many planners use a combination: flat planning fee + vendor markup.
What deposit should an event planner request?
Standard event planner deposits range from 25% to 50% of the total event budget. For weddings, 30–50% is typical. The deposit is non-refundable (or partially refundable) and covers your time spent before the event. Without a substantial deposit, you risk spending months planning an event that gets cancelled with no compensation.
What happens if a client cancels an event?
Your contract should specify a cancellation fee schedule: if cancelled 12+ months before: return deposit minus a booking fee. If cancelled 6–12 months before: deposit non-refundable. If cancelled less than 3 months before: 50–75% of total fee payable. If cancelled less than 1 month before: 100% of total fee payable. These terms must be in your contract and referenced on your invoice.
How do I invoice vendor costs as an event planner?
You have two options: (1) Pass-through billing — show the actual vendor cost plus your markup as a separate line item, (2) Bundled billing — include the full amount in your fee without itemising the markup. Be transparent about which approach you use. Many clients prefer itemised vendor costs so they can see what they're paying for. Your contract should state whether prices include a vendor management markup.
When should the final payment be due for an event?
Final payment for event planning is typically due 2 weeks before the event — not on the event day or after. This gives you time to chase payment without the stress of event week, ensures all vendors are paid on time, and reduces the risk of client no-show on payment. Never accept a promise to 'pay on the day' — the event day is chaotic and payment often gets forgotten.