Free Event Decorator Invoice Template

What is an Event Decorator Event Decorator invoice?

An event decorator invoice covers all the styling elements that transform a venue — from balloon arches and table centrepieces to fairy light canopies, floral walls, and themed props. UK event decorators typically work across weddings, birthdays, baby showers, corporate launches, and seasonal events, often hiring out décor items alongside providing setup and breakdown labour. Because event decorating involves both product hire and service labour, invoices need to distinguish between items hired for a fixed period, items sold outright, and hours charged for installation and dressing. Damage deposits for hired items are common and should be shown clearly as separate refundable amounts, not included in the service total. VAT applies to all supplies above the £90,000 threshold, and HMRC treats prop hire as a taxable supply at the standard rate. Clear, itemised invoices also help the decorator reconcile hire stock after the event.

What to include on an Event Decorator Event Decorator invoice

• Business name, address, and VAT number if registered
• Client name, event venue, and event date
• Itemised décor hire: balloon installations, backdrops, centrepieces, props, furniture
• Labour: setup hours, dressing time, breakdown and collection
• Items sold outright vs. items on hire (make this distinction clear)
• Hire period: setup date to collection date
• Refundable damage deposit (shown separately)
• Any delivery or mileage charge
• Payment terms and deposit amount paid
• Conditions for damage deposit refund

Common event decorator invoice line items

How to invoice as an Event Decorator event decorator

Always separate hire charges, labour, and any outright sale items on your invoice — confusion between these categories is the most common source of billing disputes for event decorators. Show the hire period clearly (e.g., 'hire period: 14–15 June 2026') so clients understand what they are paying for. Charge a refundable damage deposit for all items on hire. Show it as a separate line item and issue a credit note or refund within 3–5 working days of collection, less any deductions for damage. Document the condition of all hired items with photos at drop-off and collection to support any deductions. For bookings taken months in advance (particularly weddings), take a 25–30% non-refundable booking deposit to secure the date. Issue the balance invoice 4–6 weeks before the event. If clients change their décor requirements significantly after booking, issue a revised quote and a new invoice for the amended order rather than amending the original. This keeps a clear paper trail.