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Event Planning Invoice Template

Planning fee, vendor coordination, on-the-day hours and pass-through costs. Free PDF, no sign-up.

An event planner's invoice carries two very different kinds of money: the fee for the work, and the far larger sums paid to venues and vendors on the client's behalf. Mixing them makes the fee look enormous and the pass-throughs look like profit, so they belong in clearly separate blocks with the fee basis stated.

Issued by

Marguerite Vance Events

18 Pavilion Street

29401 Charleston, SC

United States

studio@margueritevance.example

Bill to

Lucerne Biotech — Annual Summit

3300 Innovation Drive

27703 Raleigh, NC

United States

events@lucernebiotech.example

Amount due

$15,110.00

Due in 14 days · Aug 16, 2026

Disclosure

No commission was received from any supplier on this event. The AV and staging line is a pass-through at cost; the supplier's invoice is attached for reference.

Description	Qty	Rate	Tax	Amount
Planning fee — phase 2 Programme design, run of show, supplier briefs	1	$7,400.00	—	$7,400.00
Vendor coordination Nine suppliers contracted and scheduled	26	$125.00	—	$3,250.00
On-the-day coordination Two coordinators, setup through breakdown, 14 hours each	28	$95.00	—	$2,660.00
AV and staging — paid on client's behalf Contracted in our name, at cost, invoice attached	1	$11,800.00	—	$11,800.00

Subtotal	$25,110.00
Total	$25,110.00
Paid to date	-$10,000.00

Amount due

$15,110.00

Terms

Net 21. The final phase is invoiced within 14 days of the event.

Invoice #INV-0001 · Marguerite Vance Events · Page 1 of 1

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How to invoice as a event planning →

What to put on a event planning invoice

The event name and date, since planning invoices arrive months apart
The planning fee and whether it is flat, hourly or a percentage of spend
Vendor payments made on the client's behalf, listed at cost
On-the-day coordination hours, including the setup and breakdown either side
Any commission received from vendors, disclosed rather than netted off quietly
The payment schedule this invoice sits within

Questions

Should vendor payments go through my invoice at all?

Only if you are contracting with the vendors yourself. If you are, list them at cost and separately from your fee; if you are not, keep them off the invoice entirely and let the client pay direct.

Do I have to disclose vendor commissions?

Ethically yes, and in many markets contractually too. A commission discovered later costs the referral network that produced it, which is worth far more than the commission.

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