Event planning is one of Nigeria's most vibrant service industries. From corporate conferences in Lagos to elaborate Abuja weddings and Portharcourt product launches, Nigerian event planners coordinate thousands of moving parts — and invoice for all of them. Getting your billing structure right is essential for protecting your cash flow and avoiding disputes with clients.
This guide covers exactly how to structure event planning invoices in Nigeria, from the initial deposit to the final settlement.
The Event Planner Invoice Structure
Unlike most service businesses that invoice after delivery, event planners invoice across multiple stages — because you are spending money on behalf of clients long before the event happens. A typical structure:
Stage 1: Booking Deposit Invoice (30–50%)
Issued immediately when the client confirms the booking. This secures the date and covers your initial planning time.
Example — Booking Deposit Invoice: | Description | Amount | |---|---| | Event planning deposit — 40th birthday celebration (15 June 2026) | ₦750,000 | | Note: This deposit is non-refundable if cancelled within 30 days of event date | | | Subtotal | ₦750,000 | | VAT (7.5%) | ₦56,250 | | Total Due Now | ₦806,250 |
Stage 2: Vendor Mobilisation Invoice (30–40%)
Issued 4–6 weeks before the event, once you have confirmed vendors and need to make deposits to caterers, decorators, AV companies, and venues.
Example — Vendor Mobilisation Invoice: | Description | Amount | |---|---| | Event planning — second instalment (vendor mobilisation) | ₦562,500 | | Subtotal | ₦562,500 | | VAT (7.5%) | ₦42,188 | | Total Due | ₦604,688 |
Stage 3: Balance / Final Invoice (remaining %)
Issued 7–14 days before the event. No balance, no event.
Example — Final Balance Invoice: | Description | Amount | |---|---| | Event planning — final balance (due 7 days before event) | ₦187,500 | | Additional décor upgrade (agreed 20 May 2026) | ₦85,000 | | Subtotal | ₦272,500 | | VAT (7.5%) | ₦20,438 | | Total Due | ₦292,938 |
Stage 4: Post-Event Reconciliation (if applicable)
For cost-plus engagements where you manage the full event budget, issue a final reconciliation invoice after the event covering any approved variations not in the original scope.
How to Handle Vendor Costs on Your Invoice
This is where many Nigerian event planners make costly mistakes. There are two ways to handle vendor costs:
Option A: Inclusive Pricing (Most Common)
You quote a single event management fee that covers your fee plus all vendor costs. You are responsible for paying vendors from your fee. Simple for the client, but you bear the financial risk if vendors charge more than expected.
Invoice shows: Total event management fee only (your markup included).
Option B: Cost-Plus / Pass-Through Pricing
You charge a management fee (your profit) separately from vendor costs, which are passed through at actual cost or with a disclosed markup.
Invoice shows: | Description | Amount | |---|---| | Event management fee (planning, coordination, on-site management) | ₦500,000 | | Catering — 200 guests at ₦8,500/head (pass-through at cost) | ₦1,700,000 | | Venue hire — Eko Hotels, Lagos (pass-through at cost) | ₦850,000 | | AV and lighting | ₦320,000 | | Décor and florals | ₦450,000 | | Subtotal | ₦3,820,000 | | VAT (7.5%) on management fee | ₦37,500 | | VAT (7.5%) on taxable vendor services | ₦189,750 | | Total | ₦4,047,250 |
Important: VAT applies to your management fee and to vendor services that are themselves VATable. If a vendor is not VAT-registered, their cost is not subject to VAT on your invoice — you simply pass the cost through.
Mandatory Invoice Elements for Nigerian Event Planners
Every invoice must include:
- Your business name and address
- TIN — if VAT-registered
- Client name and address
- Invoice number — sequential (e.g., EVT-2026-008)
- Invoice date and due date
- Event name and date — always reference the specific event
- Itemised services — stage of payment and what it covers
- VAT at 7.5% — if registered, shown separately
- Bank details or Paystack link
- Cancellation/refund policy — stated on every deposit invoice
VAT for Nigerian Event Planners
If your annual event planning income exceeds ₦25 million, VAT registration with FIRS is mandatory. You charge 7.5% on your service fees and on vendor costs you pass through (where those vendors would themselves charge VAT).
Common VATable event services:
- Catering (VATable if caterer is registered)
- AV and technical production
- Photography and videography
- Event management fees
Not VATable:
- Government venue hire (e.g., public halls) — government bodies are generally exempt
- Small informal vendors who are not VAT-registered
WHT on Event Planning Fees
Corporate clients deduct 5% WHT from your event management fee (not from vendor pass-throughs, which are your clients' payments for third-party services). Ensure your contract distinguishes your fee from pass-through costs so WHT is calculated correctly.
Never Run an Event Without Full Payment
The golden rule of Nigerian event planning: no balance, no event. State this explicitly in your contract and on your final invoice.
Events are not reversible. Once you have paid vendors, booked venues, and mobilised staff, a non-paying client puts your entire business at risk. Enforce your payment schedule without exception.
Create Your Event Planning Invoice
InvoiceGenerator.ng lets you create professional, staged event planning invoices with automatic VAT, Paystack payment links, and WhatsApp sharing — free for Nigerian event planners.
For more on invoicing compliance and payment terms, see our full Nigerian Invoicing Guide.