How to Bill for Setup and Teardown Time

Why Setup and Teardown Time Matters

Let's do some quick math.

Say you charge $2,000 for an event. The event runs 5pm–10pm (5 hours). But your actual day looks like this:

• 12:00pm — Arrive at venue, unload
• 12:30pm — Begin setup
• 4:30pm — Setup complete, final checks
• 5:00pm — Event starts
• 10:00pm — Event ends
• 10:30pm — Begin teardown
• 12:00am — Load out complete, leave venue

That's 12 hours on-site. If you're charging $2,000 for 5 hours of "event time," your effective rate is $400/hour. But if you factor in the full 12 hours, it drops to $167/hour.

Now factor in: drive time to and from the venue, loading the truck beforehand, unloading and reorganizing inventory after, and any crew you're paying for those hours. Suddenly that $2,000 event is a lot less profitable than it looked.

Three Ways to Bill for Setup and Teardown

There's no single "right" way to handle this. Here are three approaches—pick the one that fits your business.

Option 1: Build It Into Your Base Price

This is the simplest approach. You calculate what setup and teardown typically costs you, and you bake it into your package pricing.

Pros:

• Clean, simple quotes
• Clients don't see itemized labor hours
• Works well if your setup time is consistent across events

Cons:

• You might underprice complex setups
• Clients don't understand the value of your time
• Hard to adjust for unusual venues or early load-in requirements

Example: Instead of charging $1,500 for décor + $300 for setup/teardown, you charge $1,800 for "Full Event Décor Package (includes installation and removal)."

Option 2: Charge a Flat Setup/Teardown Fee

Add a separate line item for setup and teardown. This makes the cost visible and lets you adjust it for different event sizes or complexity.

Pros:

• Transparent pricing
• Easy to adjust for larger or more complex setups
• Clients see the value of your labor

Cons:

• Some clients may push back ("Why am I paying extra for setup?")
• Requires you to estimate accurately

Example:

• Décor Package: $1,500
• Setup & Breakdown Fee: $400
• Total: $1,900

Tip: Frame it as "Installation & Removal" or "Professional Setup" rather than just "labor." It sounds more like a service and less like an add-on.

Option 3: Charge Hourly for Setup/Teardown Time

This is the most precise method. You charge for actual time spent, either per-person or as a crew rate.

Pros:

• Most accurate—you get paid for exactly what you work
• Fair for both simple and complex events
• Scales naturally with event size

Cons:

• Requires time tracking
• Clients may want estimates upfront
• Can lead to invoice surprises if setup takes longer than expected

Example:

• Décor Rental Package: $1,200
• Setup Labor (3 hours × 2 crew × $50/hr): $300
• Teardown Labor (2 hours × 2 crew × $50/hr): $200
• Total: $1,700

Tip: Give clients an estimate range ("Setup typically takes 2–4 hours depending on venue access") and cap it if you want to avoid disputes.

Industry-Specific Approaches

Decorators & Florists

Most charge a flat installation and removal fee, or build it into package pricing. Complex installations (balloon walls, large floral arches, multi-room setups) may warrant hourly billing or tiered flat fees.

Common structure:

• Small setup (under 2 hours): $150–$300
• Medium setup (2–4 hours): $300–$500
• Large/complex setup (4+ hours): $500+ or hourly

Sound & AV Companies

Typically charge for "load-in" and "strike" separately, often at an hourly crew rate. Soundcheck time is sometimes included, sometimes billed separately.

Common structure:

• Load-in: 2–3 hours (crew rate)
• Soundcheck: 1–2 hours (may be included)
• Strike: 1–2 hours (crew rate)

Caterers

Usually build delivery, setup, and cleanup into their per-person pricing or service fee. Some charge separately for events requiring early access or late cleanup.

Common structure:

• Service fee (covers staff, setup, cleanup): 20–25% of food cost
• Early access fee: $X/hour if venue requires arrival 4+ hours before service

Photographers

Rarely charge separately for "setup"—but travel time and early arrival for detail shots are sometimes billed. Post-event breakdown is minimal.

Common structure:

• Hourly coverage rate that starts when the photographer arrives
• Travel fee for distant venues

Event Planners

Day-of coordination includes setup oversight. Full-service planners typically build vendor coordination time into their flat fee.

How to Communicate Setup Time to Clients

Some clients don't realize how much work happens before the event starts. Here's how to frame it:

• Don't say: "We charge extra for setup."
• Do say: "Our installation team arrives 4 hours before your event to ensure everything is perfect. This is included in your setup fee."
• Don't say: "Setup is $50/hour per person."
• Do say: "Professional installation and removal is $400, which covers our crew's time on-site before and after your event."

The goal is to position setup as a professional service—not as a surprise add-on.

Put It on the Invoice

Whatever approach you choose, make sure your invoice reflects it clearly. Clients should see:

• Event date and time (so they understand the scope)
• Setup/load-in time (when you're arriving)
• Teardown/strike time (when you're leaving)
• Line items that show what they're paying for

If your invoice just says "Event Services: $2,500," you're missing an opportunity to show the value of your work—and you're making it harder to justify your pricing if a client questions it.

A good invoice for a decorator might look like:

The Math You Should Do

Before your next quote, calculate your true hourly rate:

• Estimate total hours for the job (including setup, event, teardown, travel, loading/unloading)
• Add crew costs if you're paying helpers
• Divide your proposed price by total hours

If the number is lower than you'd accept for an hourly gig, you're underpricing.

Example:

• Proposed price: $1,800
• Event hours: 5
• Setup hours: 3
• Teardown hours: 2
• Travel (round trip): 2
• Total hours: 12
• Effective rate: $150/hour

Is $150/hour good for your market and skill level? If not, raise your setup fee or base price.

Stop Giving Away Your Time

Setup and teardown are real work. They take skill, time, and physical effort. They're not "just part of the job"—they're a service you provide.

Whether you build it into your pricing, charge a flat fee, or bill hourly, make sure you're accounting for this time. And make sure your invoices show it clearly. Your clients will understand. And your business will be more profitable for it.

Related reading

• 5 Things Your Event Invoice Should Include (That Most Software Doesn't)
• Work Orders 101: What Your Team Needs to Know (And What They Don't)
• The Event Vendor's Guide to Milestone Payments