Event decorators design and install the look of weddings, corporate events, birthday parties, baby showers, and galas. They bill for design time, rented and owned decor, floral and balloon work, labor for setup and teardown, and delivery. Most work solo or with a small crew and a mix of owned inventory and rented items.
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Most decorators combine a design fee with itemized decor and labor. Design or consultation is often a flat fee or a percentage of the total decor budget (commonly 10-20%). Owned inventory such as chargers, arches, backdrops, and centerpieces is billed as a rental per item or per package. Items bought or rented from third parties (florals, specialty linens, lighting) are usually marked up 20-50% to cover sourcing, handling, and risk. Setup, teardown, and delivery are billed by crew hours or a flat fee, with extra for stairs, long load-ins, late-night strikes, or venues with strict windows. Many decorators sell tiered packages for common events and quote custom work by the project. Deposits are standard because inventory is held and materials are ordered ahead of time.
| Service | Priced | Typical range |
|---|---|---|
| Design consultation | per hour | $75-150 |
| Full event design and styling fee | flat fee | $500-3,000 |
| Setup and teardown labor (per crew member) | per hour | $25-60 |
| Balloon garland or arch | per linear foot | $25-50 |
| Backdrop or arch rental (owned inventory) | per item | $100-500 |
| Centerpiece (non-floral or mixed) | per table | $40-150 |
| Chair sash, cover, or linen styling | per chair | $2-8 |
| Delivery and pickup | flat fee | $75-300 |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Event design and styling fee - 100-guest wedding reception | 1 flat fee | $1,200.00 | $1,200.00 |
| Sweetheart table backdrop with draping and floral installation (rental) | 1 item | $450.00 | $450.00 |
| Table centerpieces with candles and greenery | 12 table | $85.00 | $1,020.00 |
| Gold charger plates (rental) | 100 each | $1.50 | $150.00 |
| Setup and teardown crew labor (2 staff) | 10 hour | $40.00 | $400.00 |
| Delivery and pickup | 1 flat fee | $150.00 | $150.00 |
| Total | $3,370.00 | ||
Notes: A 50% deposit of $1,685 was received on booking. Balance due 7 days before the event date. Rental items remain property of the decorator; client is responsible for loss or damage beyond normal wear, charged at replacement cost. Teardown must be completed by the venue's stated end time or additional labor will be billed at $60 per hour.
Ties the invoice to a specific booking and records where work took place if there is a dispute or a venue question.
Clients need to know what they keep and what you take back. It also supports damage and replacement charges.
Shows how labor was calculated and backs up overtime or venue delay charges.
Prevents confusion about what has been paid. Most decorators require the balance before the event.
Stairs, long carries, and distance to the venue add real cost and should appear as separate lines.
Spells out replacement cost for broken, stained, or missing inventory so you can bill it later without argument.
Many states tax rentals and tangible goods differently than design services. Check your state's rules and show tax as its own line.
Decorators typically collect a non-refundable retainer or deposit of 25-50% at booking to hold the date and order materials, with the balance due 7-14 days before the event. Some require full payment before delivery for smaller jobs. Corporate clients may pay net 15 or net 30 against a purchase order. Late fees of 1-1.5% per month or a flat fee are common, as are cancellation schedules that keep more of the deposit as the event date nears. Accepted methods usually include card, bank transfer, and check. Collect any damage or overtime charges within a set number of days after the event.
Once the decor is installed, you have little leverage. Set the final payment due a week or more before the date so you are not chasing money after the event.
Florals, specialty rentals, and custom prints take time to find and carry risk if prices change. Build in a markup and keep receipts in case a client asks.
Design time is easy to give away. Listing it as its own line shows its value and protects you when the client cuts items but still used your concept.
Late guest count increases, added tables, or a new color scheme mean new orders and labor. State a cutoff date, often 10-14 days out, and bill changes as add-ons.
Photos at install and teardown protect you from damage claims and from claims that items were missing, and they help with venue disputes.
Yes. A deposit of 25-50% is standard because you reserve inventory, turn away other bookings for that date, and often order materials in advance. State in your contract whether it is refundable.
List owned inventory as rental lines per item or per package, and list purchased consumables like flowers, balloons, or printed signs as materials, usually with a markup. Labeling each one makes clear what returns to you.
It depends on the state. Many states tax tangible goods and rentals, and some tax or exempt services differently. Check with your state's revenue department or a tax professional about what applies to your mix of design, rental, and labor.
Put a clause in your contract that extra labor caused by late access or early strike is billed hourly. Note actual times on the invoice and add the overtime as a separate line.
Your contract should list the replacement cost. After the event, send a follow-up invoice or add a line item with the item, quantity, and replacement price, along with photos if you have them.
Send a Event Decorator estimate for approval, then turn it into an invoice when the work is done.
Event Decorator estimate template