Event planners send a proposal or quote after an initial consultation, before a client signs. Clients usually compare packages, what is included, and the planner's experience, so the quote needs to make scope and costs easy to see.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Invoice_1001_Client_2026-10-14.pdf
Your price depends on these. State that the quote is based on the guest count given and explain how changes affect cost.
List what you do, such as vendor selection, timeline creation, rehearsal, and event-day management, and what you do not, such as design fabrication or rentals.
Unlimited meetings quickly erode your margin. Set a number and a rate for extras.
Say how many hours you and your team will be on site, and the overtime rate if the event runs long.
Clients often assume your fee covers vendors. State who pays, whether markups apply, and the estimated vendor budget.
Show deposit amounts and due dates up front so clients understand the cash timeline before committing.
Availability and vendor pricing change. An expiration date protects you, and cancellation or postponement terms prevent later disputes.
| Service | Priced | Typical range |
|---|---|---|
| Full-service wedding planning | flat fee | $3,500-10,000 |
| Month-of / day-of coordination | flat fee | $800-2,500 |
| Partial planning package | flat fee | $2,000-5,000 |
| Corporate event planning | percentage of budget | 10-20% |
| Hourly consulting or planning | per hour | $50-150 |
| Additional event-day staff or assistant | per hour | $25-50 |
| Vendor sourcing and negotiation (add-on) | flat fee | $300-1,000 |
| Event design and decor styling | flat fee | $500-3,000 |
Typical US ranges. Rates vary by region, experience, and job size.
Tiered options such as day-of, partial, and full planning let clients choose by budget and make your full-service price look reasonable. Define each tier by deliverables, not just a name.
Estimate the total hours for the event, including emails, vendor calls, and travel, then check that your flat fee gives an acceptable hourly return. Full weddings often take 80-200 hours.
Give clients a rough breakdown of expected venue, catering, and other costs, clearly labeled as estimates outside your fee, so they see the full picture without confusing it with your charges.
Corporate and large events often have last-minute needs. A 5-10% contingency in the budget estimate prepares clients for changes without surprise charges.
A brief first consultation is usually free. For custom corporate proposals that need research, venue sourcing, or design concepts, many planners charge a planning or design fee, often credited toward the contract if the client books.
Usually 14 to 30 days. Popular dates book quickly and vendor pricing can change, so a short validity window keeps you from holding a date indefinitely.
Show what is achievable at their budget, offer a smaller package such as partial planning or day-of coordination, or itemize what can be removed. Avoid discounting your fee to match unrealistic expectations.
Only for changes the client requested or costs outside your control, if your contract says so. Write change orders for additions, and get approval in writing before doing the extra work.
Use the Event Planner invoice template to bill the client, or convert this estimate once it's approved.
Event Planner invoice template