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Event planner invoice template

A worked example for event planners in the events, food and hospitality category, with 2026 prices and the VAT rules that apply.

A event planner invoice should show a unique invoice number, your name and address, the client's details, the date, each item of work with its price, and the total due. Event planners typically allow 14 days to pay and take a 30% deposit. VAT at 20% is added only if you are VAT registered.

Example event planner invoice

Dated 1 October 2026 with 14 day terms and a 30% deposit already received. Names and prices are fictional.

Invoice

INV-0042

Example

From

T. Hughes

Event planner

21 Harbour View

Plymouth

PL1 6HJ

Bill to

Brightwater Marketing Ltd

2nd Floor, 15 Queen Street

Manchester

M2 5HX

Invoice date
1 October 2026
Due date
15 October 2026
Terms
14 days
Reference
Event planner work, October 2026
DescriptionQtyUnit priceVATAmount
Event management fee, company conference 14 November, 180 delegates, fixed fee1 project£4,800.0020%£4,800.00
On-site coordination, 2 planners, event day1 day£900.0020%£900.00
Venue and supplier costs paid on client's behalf (schedule attached, at cost)1 item£12,640.0020%£12,640.00
Subtotal
£18,340.00
VAT at 20%
£3,668.00
Total
£22,008.00
Less deposit received (30%)
-£6,602.40
Balance due
£15,405.60
Fictional names and prices for illustration. Payment by bank transfer to the account shown on your real invoice. Due within 14 days of the invoice date.
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Typical rates for event planners

Guide figures for 2026. Rates vary by region and experience; the VAT figures come from the 2026-27 tax year data.

ItemTypical figure
Typical hourly rate£40 to £90
Typical day rate£350 to £800
Payment terms14 days
Deposit30% up front
VAT flat rate sectorAny other activity not listed elsewhere (12%)
VAT registration threshold£90,000 taxable turnover in 12 months

How do event planners usually invoice?

Event planners invoice a management fee, either fixed or as 10% to 15% of the event budget, with 30% on appointment and stages before and after the event, and pass supplier costs through either as disbursements on the client's behalf or by having the client pay venues and caterers directly. Corporate clients pay on 14 to 30 day terms against a PO. Keeping supplier costs off your own invoice protects cash flow and keeps VAT simple.

Event planners in this example give the customer 14 days to pay, after a 30% deposit taken before the work starts. Hourly rates run from £40 to £90. A full day is typically £350 to £800.

What should a event planner put on an invoice?

Beyond the legal basics, event planners should:

  • Separate your management fee from supplier costs, and attach a schedule of any costs passed through.
  • Have clients pay large suppliers such as venues directly wherever possible.
  • Invoice the fee in stages: on appointment, before the event, and after with reconciled extras.
  • Reference the event date, name and the client's PO number.

Every UK invoice, whatever the trade, must also show:

  • a unique, sequential invoice number
  • your business name and address (and company number if you trade as a limited company)
  • the client’s name and address
  • the invoice date and, for VAT invoices, the date of supply if different
  • a clear description of each item of work or goods
  • the amount due and when it must be paid
  • your VAT number, the VAT rate per line and the VAT total, if you are VAT registered

Do event planners charge VAT?

You only charge VAT once registered, which is compulsory when taxable turnover passes £90,000 in any rolling 12 months. Below that, show no VAT line and no VAT number. Once registered, these services are standard rated at 20%.

On the Flat Rate Scheme the sector for event planners is usually “Any other activity not listed elsewhere” at 12% of VAT-inclusive turnover, with a 1% discount in the first year of registration. If you spend little on goods you may be a limited cost trader and have to use 16.5% instead. The scheme suits businesses with few VAT-able costs; check it against the standard method with the VAT calculator before joining.

Source: GOV.UK: Invoicing and taking payment from customers; GOV.UK: VAT Flat Rate Scheme, how much you pay. Last updated .

Frequently asked questions

How do event planners charge?
A fixed management fee, a percentage of the budget (10% to 15% in 2026) or a day rate of £350 to £800 for on-site coordination. Corporate conferences for 150 to 200 delegates carry fees of £4,000 to £10,000. Supplier costs are on top and ideally paid by the client directly.
Should supplier costs go on the planner's invoice?
Only if you must. Costs paid as the client's agent and passed through unchanged are disbursements and do not carry your VAT, but if you contract suppliers in your own name the recharge is standard rated and the money passes through your turnover. Having the client pay suppliers directly avoids both problems.
Do event planners charge VAT?
Once registered above £90,000 turnover, yes at 20% on fees. Recharged supplier costs that are not true disbursements also carry VAT and count towards the threshold. Corporate clients reclaim it, so registration rarely loses business.

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Cite this page: “Event planner invoice template (free UK example)”, SoleKit, https://solekit.co.uk/invoice-template/event-planner