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
21/05/2026
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

Thank you for your 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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