Event Management Fee Benchmarks — India 2026
| Event Type | Typical Budget Range | Planner Fee Model |
|---|---|---|
| Corporate offsite / team event (50–150 pax) | ₹3–15 lakh | 10–15% of budget or flat ₹50,000–₹2,00,000 |
| Product launch / press event | ₹5–30 lakh | 12–18% of budget |
| Conference / summit (200+ pax) | ₹10–75 lakh | 8–12% of budget |
| Wedding (mid-range) | ₹15–50 lakh | 8–12% of budget or flat package |
| Wedding (premium/destination) | ₹50 lakh–₹3 Cr | 6–10% of budget |
| Private party / milestone celebration | ₹2–10 lakh | 12–15% or flat ₹30,000–₹1,00,000 |
GST note: Event management services fall under SAC code 998596 (Events, exhibitions, and conventions organisation). GST at 18% applies on your management fee. Vendor payments routed through you complicate GST — prefer the client paying vendors directly with you managing, so your invoice covers only your fee.
The Event Management Proposal Template
EVENT MANAGEMENT PROPOSAL
Prepared by: [Your Name / Event Company]
Date: [Date]
Prepared for: [Client Name / Company]
Event: [Event name / occasion]
Valid for: 14 days (dates subject to availability)
1. EVENT BRIEF
Based on our discussion, here is my understanding of your event:
Occasion: [e.g., "Annual sales conference + awards night"]
Date(s): [date / date range] · Venue status: [booked / to be sourced]
Guests: [expected count] · Location: [city]
Budget envelope: ₹[range client indicated] (excluding my management fee)
Vision: [2–3 lines on theme, tone, and what success looks like — e.g., "a premium but warm evening that lands the 'One Team' message, with an awards segment the sales team will remember"]
2. SCOPE OF SERVICES
Planning phase (from signing to event week):
• Concept and theme development with 2 design directions
• Venue sourcing: 3 shortlisted options with comparison sheet (if not booked)
• Vendor sourcing and negotiation: catering, decor, AV, photography, entertainment
• Budget management: master budget sheet, weekly updates, approval workflow for spends
• Run-of-show creation: minute-by-minute event flow
• Guest logistics: [invitations / RSVPs / travel / accommodation — as applicable]
Event day(s):
• On-site coordination from setup to teardown (me + [X] coordinators)
• Vendor management and troubleshooting
• Run-of-show execution and cue management
• Client point-of-contact — you enjoy the event, I handle everything else
Post-event:
• Vendor settlement reconciliation with final budget report
• Photo/video handover coordination
• Post-event debrief call
3. NOT INCLUDED
• Vendor costs themselves (paid by client directly to vendors)
• Statutory permissions/licences fees (PPL/IPRS music licence, police NOC — I coordinate, client pays actuals)
• Last-minute guest-count increases beyond [X]% (re-quoted)
4. INDICATIVE BUDGET ALLOCATION
Final allocations refined after venue confirmation and your priorities.
5. MY FEE
6. PAYMENT SCHEDULE
• 40% on signing (secures the date — non-refundable within 30 days of event)
• 40% thirty days before the event
• 20% within 7 days after the event, with the final reconciliation report
• Vendor advances are paid by the client per the vendor payment calendar I maintain
7. CONTINGENCY & FORCE MAJEURE
• A 10% contingency reserve is built into the budget for day-of surprises; unspent reserve returns to you
• Backup vendors identified for critical services (catering, AV, power)
• Postponement due to force majeure (weather, government restrictions): fee carries forward to the new date within 6 months; vendor terms per their contracts
• Cancellation by client: fee forfeiture per the payment schedule above; I will negotiate vendor refunds on your behalf
8. RESPONSIBILITIES & LIABILITY
• I act as your planning and coordination agent; vendor contracts are between you and each vendor
• My liability is limited to my management fee; vendor performance is governed by their contracts (which I negotiate to protect you)
• Client provides: final guest list by [date], brand assets (corporate), decision-maker availability for weekly check-ins
ACCEPTANCE
Payment of the signing advance or written confirmation constitutes acceptance of this proposal.
[Your Name] · [Email] · [Phone / WhatsApp]
Prepared by: [Your Name / Event Company]
Date: [Date]
Prepared for: [Client Name / Company]
Event: [Event name / occasion]
Valid for: 14 days (dates subject to availability)
1. EVENT BRIEF
Based on our discussion, here is my understanding of your event:
Occasion: [e.g., "Annual sales conference + awards night"]
Date(s): [date / date range] · Venue status: [booked / to be sourced]
Guests: [expected count] · Location: [city]
Budget envelope: ₹[range client indicated] (excluding my management fee)
Vision: [2–3 lines on theme, tone, and what success looks like — e.g., "a premium but warm evening that lands the 'One Team' message, with an awards segment the sales team will remember"]
2. SCOPE OF SERVICES
Planning phase (from signing to event week):
• Concept and theme development with 2 design directions
• Venue sourcing: 3 shortlisted options with comparison sheet (if not booked)
• Vendor sourcing and negotiation: catering, decor, AV, photography, entertainment
• Budget management: master budget sheet, weekly updates, approval workflow for spends
• Run-of-show creation: minute-by-minute event flow
• Guest logistics: [invitations / RSVPs / travel / accommodation — as applicable]
Event day(s):
• On-site coordination from setup to teardown (me + [X] coordinators)
• Vendor management and troubleshooting
• Run-of-show execution and cue management
• Client point-of-contact — you enjoy the event, I handle everything else
Post-event:
• Vendor settlement reconciliation with final budget report
• Photo/video handover coordination
• Post-event debrief call
3. NOT INCLUDED
• Vendor costs themselves (paid by client directly to vendors)
• Statutory permissions/licences fees (PPL/IPRS music licence, police NOC — I coordinate, client pays actuals)
• Last-minute guest-count increases beyond [X]% (re-quoted)
4. INDICATIVE BUDGET ALLOCATION
| Head | % of Budget | Estimate |
|---|---|---|
| Venue & catering | ~45% | ₹[amt] |
| Decor & production | ~20% | ₹[amt] |
| AV, lighting & sound | ~12% | ₹[amt] |
| Entertainment & anchoring | ~8% | ₹[amt] |
| Photography & video | ~5% | ₹[amt] |
| Contingency reserve | ~10% | ₹[amt] |
Final allocations refined after venue confirmation and your priorities.
5. MY FEE
| Item | Amount |
|---|---|
| Event management fee ([X]% of budget / flat) | ₹[fee] |
| On-site coordinator team ([X] persons × [X] days) | ₹[amt] |
| Subtotal | ₹[subtotal] |
| GST @18% (SAC 998596) | ₹[GST] |
| Total | ₹[total] |
6. PAYMENT SCHEDULE
• 40% on signing (secures the date — non-refundable within 30 days of event)
• 40% thirty days before the event
• 20% within 7 days after the event, with the final reconciliation report
• Vendor advances are paid by the client per the vendor payment calendar I maintain
7. CONTINGENCY & FORCE MAJEURE
• A 10% contingency reserve is built into the budget for day-of surprises; unspent reserve returns to you
• Backup vendors identified for critical services (catering, AV, power)
• Postponement due to force majeure (weather, government restrictions): fee carries forward to the new date within 6 months; vendor terms per their contracts
• Cancellation by client: fee forfeiture per the payment schedule above; I will negotiate vendor refunds on your behalf
8. RESPONSIBILITIES & LIABILITY
• I act as your planning and coordination agent; vendor contracts are between you and each vendor
• My liability is limited to my management fee; vendor performance is governed by their contracts (which I negotiate to protect you)
• Client provides: final guest list by [date], brand assets (corporate), decision-maker availability for weekly check-ins
ACCEPTANCE
Payment of the signing advance or written confirmation constitutes acceptance of this proposal.
[Your Name] · [Email] · [Phone / WhatsApp]
Percentage Fee vs. Flat Fee: Which to Quote
| Model | Pros | Cons | Use When |
|---|---|---|---|
| % of budget | Scales with event size; industry standard for large events | Client may suspect you inflate vendor costs | Budget above ₹10 lakh, scope likely to grow |
| Flat fee | Transparent; client trusts your vendor negotiations | Scope creep eats your margin without change orders | Well-defined events, corporate clients who need fixed POs |
| Hybrid (flat + % above threshold) | Predictable base, protected upside | Harder to explain | Events where budget may expand significantly |
Transparency wins repeat clients: Whatever model you choose, share the master budget sheet with the client and never take undisclosed vendor commissions on top of your fee. Indian corporate clients in particular audit event spends — one discovered markup destroys the relationship and your referral pipeline.
The Vendor Payment Calendar
Most event-day disasters trace back to vendor payment confusion. Include a payment calendar in your planning pack:
- Vendor name, service, contract value
- Advance amount + due date (typically 25–50% on booking)
- Balance due date (usually 3–7 days before the event — never day-of for critical vendors)
- Who pays (client directly, per your recommendation)
- Payment status — updated weekly