Invoice No.

Free Purchase Order Template for Event Planners

Event planners coordinate dozens of suppliers for every event. A purchase order gives you a single document per supplier that confirms what was agreed, when it should arrive, and at what price, so nothing falls through the cracks on the day.

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Éclat Events Ltd
PURCHASE ORDER
#PO-001
Supplier
Premier Event Hire
Issue Date
05/07/2026
DescriptionQtyRateAmount
Floral centrepieces: table arrangement, custom20€75.00€1,500.00
Folding chairs: white wooden, rental per unit per day150€4.00€600.00
Stage lighting rig: full-day hire1€1,200.00€1,200.00
Subtotal€3,300.00
Total€3,300.00

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What goes on an event planner's purchase order?

An event planner issues a purchase order to suppliers to authorise décor, hire, and event materials before an event. List each item with the quantity, the hire period where relevant, and the agreed price, plus the event date. The PO gives the supplier an approved order to fulfil, and the invoice that follows references its number.

Typical line items

  • Décor and floral items
  • Furniture and seating hire (per day)
  • AV and lighting hire
  • Catering supplies and consumables
  • Event name and date
  • Quantity per line
  • Agreed price per item or per day
  • Delivery and collection details

How the work is charged

Event supplies are priced per item for purchases and per day for hire, at agreed rates. The purchase order records each figure so the supplier's invoice can be matched against the approved event order.

Payment terms and deposits

Supplier terms vary from net 30 to deposit-and-balance on event hire. The PO authorises spend up to its total, and the supplier should reference the PO number on the invoice.

Tax and compliance

Where sales tax or VAT applies, show it as a separate line with the registration number. Hire, goods, and services can be taxed differently in places, so confirm what applies to the order.

Frequently asked questions

When should an event planner send a purchase order?

Send a PO as soon as a supplier quote is approved, to lock in pricing and availability. For large events, key POs (venue, catering, AV) should go out months in advance.

What should an event planner's PO include?

Include the event name, date, venue address, setup and breakdown times, a detailed list of items or services with quantities and agreed prices, and any special instructions.

Can I cancel a vendor purchase order if the event is cancelled?

Cancellation terms vary by supplier. Review force majeure and cancellation clauses in your supplier contracts before issuing POs, and take out event cancellation insurance for large bookings.

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Related purchase order templates

Read the complete purchase order guide to see what a purchase order needs and how it leads to an invoice.

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