Free Event Planning Invoice Template
Professional invoices for event planners and coordinators. Bill for planning fees, day-of coordination, vendor management, and event production services.
What to Include in a Event Planning Invoice
A professional event planning invoice should contain the following information to ensure timely payment and legal compliance:
- 1Your event planning company name and contact details
- 2Client name and event type (wedding, corporate, birthday)
- 3Event date and venue
- 4Planning package description and scope
- 5Vendor coordination fees (per vendor managed)
- 6Day-of coordination hours
- 7Miscellaneous event expenses passed through at cost
- 8Deposit already paid and remaining balance
Event Planning Invoicing Tips
- →Collect a 30-50% booking deposit immediately upon contract signing
- →Issue a final invoice 2-4 weeks before the event for the remaining balance
- →List all vendor pass-through costs transparently with receipts available
- →Add your overtime policy for events that run long
- →Include your cancellation and postponement fee schedule
Create Your Event Planning Invoice in 2 Minutes
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Frequently Asked Questions
How do event planners invoice clients?
Event planners typically invoice in stages: booking deposit (30-50%), mid-planning invoice (if a long engagement), and final balance 2-4 weeks before the event. Any post-event expenses are invoiced within 7 days after the event.
How do I invoice for vendor management in event planning?
You can charge vendor management as a percentage of total vendor spend (typically 10-15%) or as a flat fee per vendor coordinated. List it clearly on your invoice as "Vendor Coordination - [X] vendors".
What is a fair event planner day-of coordination fee?
Day-of coordination fees typically range from $500 to $2,500+ depending on event size and complexity. For full planning packages, day-of coordination is usually included. For clients who planned their own event, it's a popular standalone service.