An event planner invoice template that covers planning fees, vendor pass-throughs, and day-of coordination. Keep client billing organized from first meeting to final wrap.
An event planner invoice is a billing document from a professional event coordinator or planning firm to a client for event planning, logistics, and coordination services. It details planning fees, design and vendor sourcing, on-site management, and any vendor payments collected and remitted on the client's behalf. It creates a transparent record of planning work separate from event production costs.
| Service | Typical Rate | Unit |
|---|---|---|
| Full-Service Event Planning | $1,500 - $8,000 | per event |
| Day-of Coordination | $500 - $2,000 | per event |
| Venue Sourcing and Negotiation | $300 - $1,000 | per project |
| Vendor Coordination (per vendor) | $100 - $300 | per vendor |
| Design and Decor Consultation | $75 - $150 | per hour |
| On-Site Event Management (additional hours) | $50 - $100 | per hour |
Event planning services should be invoiced in multiple installments tied to milestones rather than a single invoice at the end. A standard structure is: 25 to 50 percent deposit on contract signing, 25 to 50 percent at 60 to 90 days before the event, and the balance due 30 days before the event date. This front-loads your income and ensures you are not chasing payment while managing a live event. Pass-through vendor payments should be invoiced separately and collected before you are required to pay the vendor.