Event Planners and Wedding Coordinators — Freelance Tax Guide

The Accounted Business Team·2 March 2026·8 min read

Event planning and wedding coordination is one of those careers where creative flair meets logistical precision. It is also a sector where freelancing is incredibly common — many planners and coordinators work for themselves, either full-time or alongside other commitments.

If you are running your own event planning or wedding coordination business, the financial side of things needs as much attention as your event timelines. This guide covers the tax, expenses, and business essentials for freelance event professionals in the UK during the 2025/26 tax year.

Setting Up as a Freelance Event Planner

Registering as Self-Employed

If you are earning money from planning events or coordinating weddings outside of employment, you are self-employed and need to register with HMRC. This is free and can be done online. You will receive a UTR number for filing your annual Self Assessment tax return.

Business Structure

Most freelance event planners start as sole traders. It is the simplest structure, with minimal setup costs and straightforward tax filing. If your business grows significantly — perhaps you are managing a team or your profits consistently exceed £40,000–£50,000 — you might consider incorporating as a limited company for tax efficiency.

Insurance

Event planning carries specific risks. You will want:

Public liability insurance — Essential if you are on-site at venues and events.
Professional indemnity insurance — Covers you if a client suffers a financial loss due to your advice or planning (e.g., a supplier you recommended fails to deliver).
Employers' liability insurance — Required if you hire staff, even casually for events.
Equipment cover — If you own decorations, lighting, or other equipment.

Premiums vary widely depending on your turnover and the nature of your events, but expect to pay £200–£600 per year. These costs are fully tax-deductible.

Understanding Your Tax Bill

Income Tax for 2025/26

You pay income tax on your profits — your total income minus your allowable business expenses.

Personal allowance: £12,570 tax-free
Basic rate: 20% on profits between £12,571 and £50,270
Higher rate: 40% on profits above £50,270

National Insurance

Class 2 NI: £3.45 per week
Class 4 NI: 6% on profits between £12,570 and £50,270

If your income fluctuates significantly between a busy wedding season and quieter months, remember that your tax is calculated on your total annual profit. Our tax calculator guide can help you estimate your liability.

How Event Planners Earn Money

Before we get into expenses, it is worth understanding the different income models in event planning, because they affect your bookkeeping.

Fee-Based Income

The most straightforward model. You charge clients a flat fee or a day rate for your planning and coordination services. This is your income.

Percentage-Based Fees

Some planners charge a percentage of the total event budget — typically 10–20% for full planning or 5–10% for coordination only. The total event spend is not your income; only your percentage fee is.

Commission and Referral Fees

If venues, caterers, florists, or other suppliers pay you a commission or referral fee for sending business their way, this is taxable income and must be declared. It is also good practice to disclose these arrangements to your clients.

Mixed Income

Many planners earn through a combination of the above. You might charge a planning fee plus receive commissions from certain suppliers. All of it counts as taxable income and needs to be recorded.

Pass-Through Payments

If you pay suppliers on behalf of your client and then invoice the client for reimbursement, the reimbursed amount is not your income — it is a pass-through. Keep your accounts clear on this distinction. The simplest approach is to have clients pay suppliers directly wherever possible, or to clearly separate your fees from pass-through costs on your invoices.

Expenses Event Planners Can Claim

Travel

Event planners travel constantly — venue visits, supplier meetings, client consultations, and the events themselves. Claim:

Mileage at 45p per mile for the first 10,000 business miles, 25p thereafter (or actual vehicle costs)
Train, bus, and taxi fares
Parking charges
Accommodation for overnight stays away from home

For multi-day events or destination weddings, travel and accommodation costs are deductible as long as they are wholly and exclusively for business purposes. See our mileage guide for details.

Technology and Software

Laptop, tablet, and smartphone (business proportion)
Event management software (Aisle Planner, HoneyBook, etc.)
Project management tools (Asana, Trello, Monday.com)
Design software (Canva Pro, Adobe Creative Suite)
Accounting and bookkeeping software
Website hosting and domain

Marketing

Website design and development
Social media management tools
Photography of your events (for portfolio)
Wedding fairs and exhibition costs (stand fees, displays, printed materials)
Business cards and brochures
Advertising in wedding magazines or directories (Hitched, Bridebook, etc.)

Professional Development

Training courses and workshops
Industry conference tickets (UK Alliance of Wedding Planners, The Events Industry Forum, etc.)
Professional body memberships
Books and publications on event management

Communication

Phone bill (business proportion)
Postage and courier costs
Client gifts (note: client entertainment is not deductible for income tax purposes, but small token gifts may qualify)

Home Office

If you run your business from home — as many event planners do between events — you can claim a proportion of your household costs:

Electricity, heating, and water
Broadband
Council tax or rent (proportionate)
Home insurance (proportionate)

Alternatively, HMRC offers a simplified flat-rate deduction based on the hours you work from home each month.

Other Expenses

Sample materials and mood boards
Stationery and office supplies
Accountancy and bookkeeping fees
Bank charges on your business account

For the full list, see our sole trader expenses guide.

VAT for Event Planners

You must register for VAT if your taxable turnover exceeds £90,000 in any rolling 12-month period. For event planners, the key question is what counts as your turnover — it is your fees and commissions, not the total event budgets you manage.

However, if you buy supplies on behalf of clients and invoice them (rather than having clients pay suppliers directly), those pass-through amounts may count towards your VAT turnover. This is another reason to keep pass-through payments clearly separated in your accounts.

Most freelance event planners will not hit the £90,000 threshold in their early years, but those managing a high volume of events or specialising in luxury weddings can reach it. Our VAT registration guide explains the details.

VAT and International Events

If you plan events overseas or for non-UK clients, the VAT rules become more complex. The place of supply rules determine whether UK VAT applies. Broadly, services supplied to business clients outside the UK are outside the scope of UK VAT, while services supplied to consumers follow different rules depending on where the service is performed. Seek professional advice if international work is a significant part of your business.

Seasonal Cash Flow Management

Event planning — particularly wedding coordination — is seasonal. The wedding season in the UK typically runs from May to September, with December also being popular. This means your income can be heavily concentrated in certain months.

Tips for Managing Cash Flow

Invoice deposits early. Most planners request a booking fee (25–50% of their fee) upon signing the contract, with the balance due before or shortly after the event. This spreads your income more evenly.
Set aside tax money throughout the year. Put 25–30% of your profit into a separate savings account so your January and July tax payments are covered.
Use quiet months productively. January to March is typically quieter for weddings but can be busy for corporate event planning. Use downtime for marketing, building your portfolio, and updating your systems.

Record-Keeping

What to Track

All fees, commissions, and other income
Supplier payments (separating pass-throughs from your own costs)
Expenses with receipts
Client contracts and correspondence
Mileage logs

Staying Organised

Event planners are generally excellent at organisation — you have to be. Apply those same skills to your finances. Accounted can help by automatically categorising your bank transactions through Penny, so you are not spending your admin time on bookkeeping when you could be doing something more useful, like scouting a new venue.

Making Tax Digital

From April 2026, sole traders earning over £50,000 will need to keep digital records and submit quarterly updates to HMRC. If your event planning business generates income above this threshold, make sure you are using MTD-compatible software.

Growing Your Event Planning Business

Build a Strong Portfolio

Your portfolio is your most powerful sales tool. Invest in professional photography of your events (the cost is deductible) and keep your website and social media updated with recent work.

Network Strategically

Build relationships with venues, photographers, caterers, florists, and other wedding suppliers. These relationships generate referrals in both directions and are the lifeblood of a wedding planning business.

Diversify Your Services

Consider offering:

On-the-day coordination — Lower-cost option for couples who have planned their own wedding but want a professional to manage the day itself.
Corporate event planning — Different market, different season, and often higher budgets.
Event styling and design — An add-on service that increases your revenue per event.
Workshops and courses — Teaching aspiring planners can be a lucrative sideline.

Key Tax Dates

5 April — End of the tax year
31 July — Second payment on account
5 October — Deadline to register as self-employed
31 January — Self Assessment filing and payment deadline

Pulling It All Together

Event planning and wedding coordination is a fulfilling career with strong earning potential. The tax side is manageable once you understand the basics — register promptly, keep clear records of your income (distinguishing between fees and pass-throughs), claim all your legitimate expenses, and plan for the seasonal nature of your cash flow.

Accounted helps UK sole traders stay on top of their bookkeeping and tax. Start your free 30-day trial at getaccounted.co.uk

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