How much do event planners charge: hourly, flat fee or percentage?

When you plan events, clients ask "how much do you charge?" before they tell you much about the event. The answer depends on which fee model you use, and each one suits different events. Whichever you choose, build it from the hours the work really takes.

Fees vary widely by city, event type and experience. The figures below are examples to show the method, not market rates.

#The three common fee models

Model	How it works	Best for	Watch out for
Hourly	The client pays for hours worked	Consultations, small jobs, unclear scope	Clients watch the clock, and the total is hard to predict
Flat fee per event	One price for a defined package	Birthday parties, showers, day-of coordination, most weddings	Scope creep if the package isn't clearly defined
Percentage of budget	A share of the total event spend	Large events with big vendor budgets	Small budgets pay too little, and clients may question your incentives

Many planners combine them: a flat fee with an hourly rate for extras, or a percentage with a minimum fee.

#Start with your hourly business rate

Every model rests on one number: what an hour of your work must earn to cover business costs and pay you.

Hourly rate = (yearly business costs + income you want) ÷ hours you can work in a year

Count all working hours: meetings, vendor calls, site visits, admin and event days. Example: ($5,000 + $30,000) ÷ 1,000 hours = $35 an hour.

#Worked example: a baby shower, flat fee

Example figures only — use your own.

Task	Hours	At $35/hr
Consultation and proposal	1.5	$52.50
Vendor sourcing and booking (cake, decor, rentals)	3	$105.00
Timeline, layout and client updates	2	$70.00
Event day: setup, running, breakdown	6	$210.00
Admin and follow-up	1	$35.00
Travel, supplies and software share	—	$40.00
True cost	13.5	$512.50

At a 30% margin: $512.50 ÷ (1 − 0.30) = about $732, so a $735 baby shower planning package. That's your planning fee; vendors are billed separately.

#Birthday parties

Birthday parties range from a 15-guest children's party to an adult milestone celebration, so one price rarely fits. Offer tiered flat-fee packages:

• Styling and day-of: you plan the look and run the day; the client books vendors
• Partial planning: you book three or four key vendors
• Full planning: you handle everything from theme to cleanup

Time each tier task by task, as in the baby shower example. Put a guest-count limit on each tier, and an hourly rate on anything outside it.

#Per event or per hour?

For most small events, a flat fee per event sells better: clients know the total, and you're rewarded for working efficiently. Keep an hourly rate for consultations, extra meetings and changes after your cut-off date. If you do work hourly, quote an estimated range and a minimum.

#Flat fee or percentage?

A percentage of the event budget grows with the size of the event, which can suit large weddings and corporate events. But it ties your income to what the client spends, not to the work, and small budgets don't cover your hours. If you use a percentage, always set a minimum fee built from your hours. Example (figures for illustration only): 15% of a $20,000 budget is $3,000, but if the event takes 120 hours at $35, your true cost is $4,200 and the percentage loses money.

#Deposits, commissions and transparency

Take a deposit on your planning fee when the client books. See Event deposits: how much to ask for, and when the balance is due. Some vendors offer planners referral commissions; whatever you decide, tell clients how you're paid. Hidden commissions damage trust quickly once they come out.

Related: How to start an event planning business with no experience.

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