What to include on a event planning invoice
Reference the PO and event name
Corporate clients route invoices by purchase order and cost center. Without them, your bill can stall in accounts payable for weeks.
Separate fees from production costs
Show your planning or management fee apart from AV, rentals and venue charges. Clients want to see what's your expertise and what's pass-through spend.
Disclose markups
If you add a handling fee or percentage on vendor costs, state it. Undisclosed markups can damage trust when clients compare vendor quotes.
Bill staff by hours and role
List coordinators, registration staff and runners with hours and rates. It shows exactly how the on-site team was used.
Example event planning line items
These sample entries show how to describe event planning work clearly. Rates are illustrative only; use your own pricing.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Event management fee: annual sales kickoff | 1 | $6,500.00 | $6,500.00 |
| On-site event staff (staff hours) | 32 | $55.00 | $1,760.00 |
| AV package: projector, screens, wireless mics (days) | 2 | $1,850.00 | $3,700.00 |
| Lounge furniture rental | 1 | $2,200.00 | $2,200.00 |
| Signage and printed badges | 1 | $640.00 | $640.00 |
| Subtotal | $14,800.00 | ||
Payment terms for event planning invoices
Our suggestion: 50% deposit at booking, balance Net 15 after the event.
Sample terms you can paste into the invoice: “50% due at contract signing, balance due Net 15 after the event. Changes within 14 days of the event may incur rush fees. Late payments accrue 1.5% per month.”
Not sure what Net 15 or 2/10 Net 30 mean? Payment terms explained.
Event Planning invoice FAQ
How do event planners charge for their services?
Options include a flat fee per event, hourly rates, a percentage of the total event budget, or a fee plus markup on vendor costs. Corporate clients often prefer flat fees with clearly itemized production costs. Choose the model that fits the event's scope.
Should event planners require a deposit?
Yes, most do, because you commit time and vendor bookings well before the event. A deposit of 25-50% is common, with the balance due before or shortly after the event. Put cancellation terms in the contract.
Can I charge for last-minute changes?
Many planners include a change or rush fee for requests made close to the event date, as vendors may charge more too. State the policy upfront and itemize any change fees separately on the invoice.