How to Set Event Planner Rates and Pricing Packages
Tired of guessing what to charge for your event planning services? You’re not alone. Pricing your services shouldn’t feel like rolling the dice. With the right approach, you can create clear, easy-to-understand event planner rates and pricing packages that not only protect your profit, but also help you win more clients.
In this ultimate guide, you’ll discover how to confidently set your rates with guidance on:
- What are event planner rates and fee models
- How to research local event planning rates
- How to calculate your baseline cost (without undercharging)
- How to build event planning pricing packages that clients really understand
- Sample event planner packages prices ranges
- How to present pricing, so clients say “yes”
- FAQs about event planner fees
- And how to use Timely to put planning into action
If you want your pricing to work for you (not against you), this is your roadmap.
I. What Are Event Planner Rates And Fee Models?
There’s no one-size-fits-all way to charge for event planning. Common options include:
- Flat fee – one price for the whole project
- Hourly rate – charge for actual time spent
- Percentage of total budget – common for large or complex events
- Per-person fee – useful for workshops or ticketed events
- Retainer plus project fee – ensures ongoing revenue
Many planners mix models, for example, a flat fee for planning plus hourly charges for on-site overages. This keeps scope clear, avoids surprises, and ensures you’re paid fairly when events grow more complex.
II. How To Research Local Event Planning Rates
Start by looking at your niche market (corporate, nonprofit, social) and city so you know how much an event planner should charge in your location. Look at what competitors charge and what’s included in their base packages versus what’s billed as extras, such as design, vendor sourcing, travel, rehearsal time, and extra staff.
Then reality-check your findings against your own event planning cost structure so you don’t underprice just to “match the market.” Finally, clear brand positioning helps you avoid a race to the bottom and supports sustainable event management pricing.
III. How to Calculate Your Baseline Cost
Use a straightforward cost-plus formula to find your minimum viable fee:
(Estimated hours × Billable hourly rate) + Direct costs + Overhead allocation + Profit target = Quote
Your billable rate should cover salary expectations, overhead, and margin. If the number you land on is below your floor, reduce scope or move the client to a higher-value package. Lastly, this is the cleanest way to manage event planner rates and ensure your fees reflect real work, planning, vendor management, logistics, and on-site coordination.
IV. How to Build Event Planning Pricing Packages That Make Sense
Packaging event planner rates make buying easier and shift conversations away from hours. A simple three-tier structure works well:
- Day-of Coordination focuses on timeline finalization, vendor confirmations, rehearsal, and on-site management. It’s ideal when clients want support with a contained event coordinator fee and clearly defined hours.
- Partial Planning adds vendor short-listing and booking support, budget tracking, and periodic check-ins. Further, the event planner fees here can be flat or hybrid (flat plus hourly for overages).
- Full-Service Planning covers concept to wrap-up, strategy, design, sourcing, logistics, rehearsal, and post-event analysis. For complex events, many planners use a flat base plus a percentage of budget, so event management pricing scales with scope.
V. Event Planner Packages Prices: Sample Tier Ranges
Treat these as directional anchors and calibrate to your market, niche, and complexity:
- Day-of Coordination: $1,200–$3,000
- Partial Planning: $3,000–$7,500
- Full-Service Planning: $7,500–$20,000+ (often flat + percentage for larger budgets)
These event planner packages prices examples help clients see how much a planner should charge at each level, while giving you room to tailor your event planner rates to real-world deliverables.
VI. How to Present Pricing, So Clients Say “Yes”
Start by highlighting the outcomes. For example, time saved, minimized risks, and an exceptional guest experience. Then showcase your unique event management skills and why you’re the right planner for the job. Finally, present the package details in a clear and confident way.
- Be transparent about payment terms (e.g., 25–50% deposit, milestone payments, final balance before the event).
- Post a clear FAQ to cover overtime, additional staff, changes, and cancellations.
When clients understand the value behind your event planner rates, the conversation shifts from “How much?” to “Is this the right fit?”
Bonus Tip: Want a stronger client agreement? Check out our guide on how to craft the perfect event planner contract template.
VII. FAQs About Event Planner Fees
1. How much should an event planner charge per hour?
Event planning pricing packages vary by location and experience. Use your cost-plus floor so event planner fees consistently cover labor, overhead, and profit. If corporate programs are part of your growth plan, read our guide to becoming a successful corporate event planner to align pricing with procurement cycles.
2. What’s a fair percentage of the budget?
For high-touch productions, a 10–20% range is common at the premium tier. Pair it with a flat base so your event planner pricing scales with complexity.
3. Do I need a minimum fee?
Yes. Publish a minimum (e.g., “Packages start at $X”) and define overtime/additional-assistant rates, so your event planning costs don’t balloon on event day
VIII. Power Your Events with Timely: From Planning to Celebration
Once event planner rates are set and you’ve locked in an event planning contract, it’s time to deliver — flawlessly. Timely’s event management software gives planners the tools to streamline every step of execution. Whether you're managing a single event or juggling multiple bookings, Timely lets you oversee it all from one easy-to-use platform.
You can promote events, collect registrations, sell tickets, and monitor attendance in real time, all without switching tools. Built-in communication features make it easy to send reminders before the event and follow-ups after. From marketing to logistics, Timely helps you stay organized, professional, and ahead of schedule.
Independent recognition matters when you’re choosing systems that power event planning and delivery. Timely’s Event Management Software has been recognized with the Best Ease of Use award by Capterra and the Best Functionality & Features award by GetApp, both based on feedback from real software users.
Explore outcomes in our case studies, like the Awin Group and the Avon Company Canada, to see how professional presentation, clean workflows, and reliable calendars support premium event planners and businesses.
- Discover the power of streamlined events calendars
- Reach your ideal target audience
- Maximize booking efficiency
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