Event Planner Price List Template
A price list does two jobs. It stops you rebuilding a quote from nothing every time an inquiry arrives, and it turns a fee into a decision between options rather than a single number to accept or reject. The second job is the one that wins bookings.
See the coursesEverything on this page is yours to copy and adapt. The courses cover the decisions behind it: what to charge, what to promise, and what to put in writing.
What yours needs to cover
- ✓ Three packages that are genuinely different products: full planning, partial planning, and on-the-day coordination
- ✓ What each one includes, in deliverables, so the difference between them is visible
- ✓ What each one excludes, which is what stops a coordination client expecting full planning
- ✓ Where your hours go in each package, which is how you justify the gap between them
- ✓ Add-ons priced separately: an extra site visit, a second day, a rehearsal, styling
- ✓ A line on how quotes are prepared for events outside these packages
How to use it
- Build the packages from your own hours, not by looking at what anybody else charges.
- Make the middle package the one most clients should choose, and make it easy to see why.
- Write the exclusions as plainly as the inclusions. Every scope argument starts with a missing exclusion.
- Review it once a season rather than once a year, because your hours change faster than your prices do.
Building each package from your own hours
The price of a package should start with the time it takes you. List everything a typical event at that level involves, from the first call to the final invoice, and estimate the hours for each item: meetings, venue visits, supplier calls, document preparation, travel and the day itself. Most new planners underestimate the hours before the event by a wide margin, which is why Unit 3 of the course has you count them before you choose a number.
Multiply those hours by what an hour of your time has to earn once your costs and quiet months are accounted for. That gives you a floor for the package. The market may let you charge more, but a package priced below the floor loses money on every booking.
Making the differences between packages visible
Clients choose between packages by comparing what each includes, so describe them in terms of work and timing. Full planning starts early and covers everything from venue search to the day. Partial planning suits clients who have booked some suppliers and need the rest organized. Coordination is for clients who have planned the event themselves and want a professional to run it.
Be honest that coordination is not only a day of work. The planner has to learn the whole plan, confirm every supplier and build the run sheet in the weeks before, which is why "day-of coordination" is a misleading name for it.
Add-ons, minimums and the terms around the list
Price the extras you are regularly asked for, such as an additional site visit, a second event day or rehearsal attendance. Decide your travel policy and state it. If certain dates are in high demand, set a minimum package for them, because a coordination-only booking on your most requested Saturday may cost you a full planning client for the same date.
A filled-in example
| Full planning | From $6,000. Starts 12 months or more out and covers venue search, supplier sourcing, budget management, design direction and the day itself |
|---|---|
| Partial planning | From $3,200. Starts four to six months out, fills the supplier gaps, and includes the timeline, run sheet, three meetings and the day itself |
| Coordination | From $1,600. Starts six weeks out with supplier confirmations, the run sheet, the rehearsal and up to 10 hours on the day |
| Additional site visit | $180 each |
| Second event day | $650 for welcome drinks or a recovery brunch |
| Travel | Included within 50 miles, mileage charged beyond that |
| Peak-date minimum | Saturdays from May to October are booked at partial planning or above |
Mistakes to avoid
- Copying a competitor's prices. You do not know their hours, their costs or whether their prices work for them. Build yours from your own numbers, then compare.
- Calling coordination "day-of". The name tells clients the work happens on one day, so they resist paying for the weeks of preparation. Call it coordination and describe when it starts.
- Offering too many options. Five packages and twelve add-ons turn a choice into homework. Three packages and a short add-on list is usually enough.
- Leaving peak dates without a minimum. Your busiest dates are your scarcest stock. Protect them for the bookings that make the most of them.
Event Planner Price List Template FAQs
Should I publish my prices on my website?
Publishing a starting figure filters out inquiries you were never going to convert and costs you almost nothing. Publishing exact prices for every scope is harder to do honestly, because the same wedding at two different venues is two different amounts of work.
How many packages should I offer?
Three. Two makes the decision feel binary and four makes it feel like homework. What matters more than the count is that the packages are genuinely different rather than the same service in three sizes.
What if a client wants something in between?
That is what the add-ons line is for. Quote the nearest package plus the specific additions, which keeps your pricing consistent and shows the client exactly what the difference costs.
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