Lighting rental companies supply fixtures, stands, truss, dimmers, controllers, and cabling for weddings, corporate events, concerts, theater, trade shows, and film shoots. Many are solo operators or small crews who also deliver, set up, program, and strike the gear. Invoices usually combine equipment rental, labor, delivery, and fees for damage or lost items.
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Invoice_1001_Client_2026-10-14.pdf
Most lighting rental businesses price equipment per item per day or per event, with a lower rate for additional days (often 50 percent for a second day and a weekly rate of about 3 times the daily rate). Common add-ons are delivery by distance or flat zone, setup and strike labor billed hourly per technician, and a lighting designer or operator billed per hour or per day. Many shops sell packages, such as a wedding uplighting package with a set number of fixtures, and then charge extra for add-ons like gobos, truss, or haze. Consumables like gels, gaffer tape, and batteries are billed at cost plus a markup or built into a small fee. A security deposit or damage waiver (commonly 5 to 10 percent of rental value) is typical, and minimum order charges keep small jobs worthwhile.
| Service | Priced | Typical range |
|---|---|---|
| LED uplight (battery or wired), wedding package | per fixture per event | $25-50 |
| LED par can or wash fixture | per fixture per day | $15-40 |
| Moving head fixture (spot/beam/wash) | per fixture per day | $75-200 |
| Truss, stands, or totem with clamps | per piece per day | $20-100 |
| Lighting console / controller | per day | $100-400 |
| Lighting technician (setup, strike, or operator) | per hour | $40-85 |
| Lighting designer / programmer | per day | $400-1,200 |
| Delivery and pickup | flat fee or per mile | $75-300 |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Wedding reception lighting package: 16 LED uplights (RGBWA), cabling and power distribution | 1 event | $650.00 | $650.00 |
| Moving head wash fixtures for dance floor | 4 fixture/day | $90.00 | $360.00 |
| Truss totems with par cans, pair (1 day) | 2 piece | $85.00 | $170.00 |
| Technician: setup and strike | 6 hours | $55.00 | $330.00 |
| Delivery and pickup (within 30 miles) | 1 flat fee | $150.00 | $150.00 |
| Damage waiver (7 percent of equipment rental) | 1 event | $84.00 | $84.00 |
| Total | $1,744.00 | ||
Notes: Event date: Saturday, June 14. Equipment returned in good condition and counted at pickup. Balance due within 7 days of the event; a 50 percent deposit was received at booking. Lost or damaged items are billed at replacement cost. Late payments are subject to a 1.5 percent monthly fee.
Ties the invoice to the job and the load-in location, and helps resolve disputes about when and where the gear was used.
Clients and corporate accounts compare line items to the quote, and you need the list to prove what went out.
Labor is a common point of dispute, so show hours separately from equipment and note any overtime or after-midnight rates.
Shows travel costs were part of the agreement, especially for out-of-area venues or multiple trips.
Makes clear what was collected up front and what the client owes for lost or damaged gear.
Late load-out, extra days, or added fixtures on site should appear as separate lines so they do not look like surprise charges.
Corporate and venue clients often require a PO. Rental of equipment is taxable in many states, so show tax or the exemption certificate on file; check your state's rules.
A deposit of 25 to 50 percent at booking holds the date and gear, with the balance due before the event for small private jobs or within 7 to 30 days for corporate and production clients. Many rental shops require full payment before delivery for new clients or last-minute orders. Late fees of 1.5 percent per month are common if stated in the rental agreement. Card, ACH, and check are typical, and a card on file can cover damage or late return charges. Keep the signed rental agreement and the deposit terms with the invoice.
Count fixtures, cables, clamps, and safety cables at pickup and return and put the counts on the paperwork. This protects you when a client disputes missing or damaged items.
Late strikes, delayed returns, and extended hours cost you in labor and equipment availability. Show them as separate lines so clients see why the total changed.
A delivery, setup, and strike for two fixtures can cost as much in time as a full package. A minimum order or minimum labor call (such as 4 hours) keeps small jobs profitable.
Gear held for one client is gear you cannot rent to another. A non-refundable or partly refundable deposit at booking reduces cancellations.
State in the agreement that lost or destroyed gear is billed at replacement cost. Include power cables and clamps, which get lost often.
Per event works well for packages like wedding uplighting where the rental period is one night. Per day is better for production, film, and multi-day events, with a reduced rate for additional days.
In many states, rental of tangible personal property is subject to sales tax, and some states also tax delivery or labor when bundled with the rental. Rules vary by state and locality, so check with your state revenue department or a tax professional.
State in your rental agreement that the client is responsible for loss or damage beyond normal wear and is billed at repair or replacement cost. List the item, the issue, and the cost on the invoice, and attach photos if possible.
Many companies take 25 to 50 percent at booking to hold the date. Large productions may require more, and some require full payment before delivery for first-time clients.
Either works, but listing labor separately makes it easier to adjust when the schedule changes. Bundled packages are common for weddings and small events, as long as the package states what is included.
Send a Lighting Rental estimate for approval, then turn it into an invoice when the work is done.
Lighting Rental estimate template