GST invoice template for event planners
An event planner sits between the client and a dozen vendors. Caterers, decorators, venues and artists all want paying, and the client may pay you or the vendors directly. How the invoice shows that money decides which parts of it are your income, which is the part GST is charged on.
This template separates your planning and coordination fee, vendor costs you pay and recover at actuals, and your own services such as on-site management. Event management is billed under SAC 998596 at 18%. The notes field is set up for the payment schedule, since event money arrives in stages.
Example event planner invoice
Utsav Events & Weddings bills Mehra Family Wedding for ₹3,40,000.00 before tax. The seller is in Rajasthan and the client is in Delhi, so the whole ₹61,200.00 of GST is charged as IGST. The invoice total is ₹4,01,200.00.
| # | Description | HSN/SAC | Qty | Rate | Taxable | GST | Amount |
|---|---|---|---|---|---|---|---|
| 1 | Wedding planning and coordination fee – 3 days (Udaipur, 14–16 Dec) | 998596 | 1 | 2,50,000.00 | 2,50,000.00 | 18% | 2,95,000.00 |
| 2 | On-site management team, 3 days × 4 staff | 998596 | 12 | 2,500.00 | 30,000.00 | 18% | 35,400.00 |
| 3 | Décor concept and supervision | 998596 | 1 | 60,000.00 | 60,000.00 | 18% | 70,800.00 |
| GST slab | Taxable | IGST |
|---|---|---|
| 18% | 3,40,000.00 | 61,200.00 |
Notes: Payment schedule: 40% booking (paid), 40% on 15 Nov, 20% on 5 Dec. Vendor invoices are addressed directly to the client.
Terms: Payment due within 15 days of invoice date.
SAC codes event planners commonly use
| Code | What it covers |
|---|---|
| 998596 | Event planning, organisation and management services |
| 998383 | Event photography and videography, if you resell it |
| 997212 | Rental of commercial or event spaces, if you sublease the venue |
These are commonly used headings, not legal advice. Confirm the best fit with your accountant, and read our HSN vs SAC guide for how to choose.
What to get right on a event planner invoice
- Decide how vendors are billed. Either vendors invoice the client directly and you bill only your fee, or you buy and resell. The second route puts the full amount in your turnover. The first is cleaner for planners with large budgets.
- Keep a payment schedule. A 30/40/30 or 50/50 schedule printed on the invoice, with dates, makes every follow-up polite and factual.
- Add a contingency line. Events overrun. A clearly named contingency (say 5%) in the contract and on the invoice stops a surprise at the end.
- Write the event date and venue. These matter for GST place of supply and for the client's records. Print them near the top of the invoice.
How event planners usually bill
Planners charge a flat fee, a percentage of total event budget (10–20%), or an hourly fee for smaller events. Advance payments of 30–50% at booking are standard, with the balance due before the event.
The place of supply decides the tax type: Rajasthan to Delhi is an inter-state supply (IGST). See CGST vs SGST vs IGST for the full rules, or see how invoicing works in Rajasthan.
Event Planner invoice FAQs
What is the SAC code for event management?
Event planning and management services are classified under SAC 998596, taxed at 18% GST.
Do I charge GST on the vendors' costs I pass on?
If you act as a pure agent, with vendors invoicing the client directly or the costs shown at actuals with documents, they can be excluded. If you resell vendor services as your own, GST applies to the full value.
Where is the place of supply for an event in another state?
For event services supplied to a registered person, place of supply is generally the location of the recipient. For services to unregistered persons, it is often the place of the event. Check both before choosing CGST+SGST or IGST.