How to Start an Event Planning Business in the UK

Event planning is a dynamic, rewarding business for organised, creative people who thrive under pressure. From weddings and corporate conferences to festivals and private parties, the events industry in the UK is worth billions. Here is how to set up your event planning business properly.

Do You Need Qualifications?

No mandatory qualifications are required, but relevant training helps build credibility. Useful qualifications include CIM marketing certificates, event management diplomas, and health and safety certifications (IOSH or NEBOSH) which many corporate clients require.

Sole Trader or Limited Company?

Most event planners start as sole traders. It keeps things simple while you build your reputation and client base. Register with HMRC, track income and expenses, and file a Self Assessment return each year.

A limited company provides limited liability — useful in events where things can go wrong and clients may make claims. Consider incorporating once your turnover or risk profile justifies it.

Registering with HMRC

Register for Self Assessment within three months. VAT registration at £90,000 turnover. If you handle significant pass-through costs (venues, catering, equipment hire), your turnover can reach the VAT threshold quickly even if your actual profit margin is modest. Make sure you understand the difference between your own fees and client pass-through costs for VAT purposes.

Insurance

• Public liability insurance — essential. Events involve the public, and things can go wrong. Minimum £5 million for most events.
• Professional indemnity — covers you if your planning or advice causes a client financial loss
• Employers' liability — if you employ staff or hire temporary event workers
• Event cancellation insurance — may be required by clients
• Equipment insurance — if you own staging, lighting, or AV equipment

Premiums vary widely depending on the types and scale of events. Budget £500–£2,000 per year.

Licensing

Depending on the events you organise, you may need:

• Temporary Event Notice (TEN) — for selling alcohol or providing entertainment at events with fewer than 500 people. Apply to your local council at least 10 working days in advance.
• Premises licence — for regular events at the same venue
• PRS/PPL music licence — if playing recorded or live music
• Street trading licence — for outdoor events on public land
• Health and safety risk assessments — legally required for all events

Claimable Expenses

• Venue hire and deposits — for site visits and your own events
• Travel — to venues, supplier meetings, and events, at 45p per mile or actual costs
• Marketing — website, social media, advertising, networking events, portfolio photography
• Equipment — laptop, phone, event planning software, walkie-talkies
• Software subscriptions — project management tools, CRM, design tools
• Insurance premiums
• Subcontractor costs — florists, caterers, photographers, AV technicians
• Phone and broadband
• Home office costs — flat rate or actual proportion
• Client entertainment — note: not tax-deductible, but a legitimate business cost
• Training and CPD
• Professional memberships
• Accountancy fees

Track every expense. Accounted categorises them automatically and keeps receipts matched to your bank transactions.

Industry-Specific Tax Considerations

Pass-Through Costs

Event planners often handle significant sums of client money for venue hire, catering, and suppliers. If you pay these costs on behalf of your client, you need to handle them correctly for tax and VAT:

• Acting as agent — if suppliers invoice your client directly and you simply facilitate payment, these are not your income or expenses
• Acting as principal — if you invoice your client for the full amount (including supplier costs), the full amount is your turnover. You then claim the supplier costs as expenses. This can push your turnover above the VAT threshold even if your margins are thin.

Get advice on how to structure your arrangements to manage VAT properly.

Flat Rate VAT

If VAT-registered, event management falls under a flat rate of 12% (entertainment/journalism) or 14% (management consultancy) depending on how you classify your services.

Building Your Client Base

• Specialise — weddings, corporate events, or festivals. Specialisation helps you stand out.
• Portfolio — document every event with professional photography
• Networking — venue managers, caterers, and florists can refer clients
• Social media — Instagram for weddings, LinkedIn for corporate
• Wedding fairs — if you specialise in weddings, these are essential
• Online directories — Bark, Bridebook (for weddings), corporate event directories

Bookkeeping Tips

• Separate business and client funds — if you hold client money, keep it in a separate bank account
• Invoice clearly — show your fees separately from pass-through costs
• Track deposits — events involve deposits to venues and suppliers
• Reconcile regularly — event finances involve many transactions
• Set aside money for tax — 25–30% of your profit margin

Accounted connects to your bank and uses AI to sort your transactions. Built for UK sole traders.

Key Deadlines

• 31 January — Self Assessment tax return and payment
• 31 July — second payment on account
• Quarterly — VAT returns if registered

Getting Started

Event planning is a business you can start with minimal investment — your expertise, organisation skills, and network are your main assets. Get registered, get insured, and keep your finances clean from the start.

Ready to organise your event business finances? Sign up for Accounted and let Penny handle the numbers while you deliver unforgettable events.