Guest Speaker Invoice Template

Free invoice templates for Guest Speakers built for speaking fees, travel expenses, and lodging costs. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: guest speaker invoice, guest speaker bill, or keynote speaker invoice.

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Download Free Guest Speaker Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Guest Speaker Invoice Template

Best for:

Logo, PO and event ID fields.

Editable Guest Speaker Invoice Template

Best for:

Edit honorarium, travel, add workshop.

Printable Guest Speaker Invoice Template

Best for:

Totals, deposit line, signatures, dates.

Free Guest Speaker Invoice Template

Best for:

Topic, session, travel, AV needs, notes.

How to Invoice as a Guest Speaker

A clean path from booked to paid that covers usage rights, travel, and deposits.

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In 5 Steps:

Confirm the talk, session length, usage rights, and travel terms with the client.
Set your fee and expense policy, then collect a retainer to hold the date.
Track prep time, session time, and any add-ons or changes as you go.
After the event, total fees and approved expenses, then apply the retainer to the balance.
Send the invoice with receipts and clear payment options.

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What to Include in a Guest Speaker Invoice

These are the must-have fields for a clear, compliant invoice.

Business name, address, phone, and email
Client organization and event contact
Invoice number and issue date
Event name, venue, and event date
Session type and length
Usage rights and recording terms
Itemized speaking fee and add-ons
Travel and reimbursable expenses
Tax ID or VAT number (check local rules)
Payment terms, due date, and retainer received/applied

Billing Scenarios for Guest Speakers

How to label charges so every invoice makes sense the moment your clients see it.

Virtual session fee; Platform setup

Virtual session delivery

Shows the remote setup cost apart from your speaking fee.

Add-on session; Additional speaking fee

Second session added

Separates the extra talk from the original booking.

Airfare and hotel; Ground transport

Travel billed at cost

Passes through agreed travel without hiding it in the fee.

Rush booking fee; Late notice surcharge

Rush booking within short notice

List the event date, start time, time zone, and planned duration.

Overage time; Overtime rate

Q&A runs long

Sets a fair charge for time beyond the booked slot.

Slide customization; Research fee

Shows prep work that goes beyond the base talk.

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What guest speakers usually bill for

Itemize speaking fee, travel, lodging, and per diem with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Keynote address (up to 60 minutes)

Item

Booking a featured talk

Fixed fee per engagement. Use to cover prep + delivery; set scope and include standard AV needs.

Breakout session/workshop

Item

Adding an interactive session

Per session. Define attendee cap and deliverables; include materials delivery method and expected outcomes.

Custom content development

Time

Building talk from scratch

Qty × hourly rate. Covers research, interviews, and slide creation tailored to the audience.

Event recording license

Item

Client wants to film/use

Flat license per event. Specify allowed channels, duration, and any watermark/credit requirements.

Onsite rehearsal & tech check

Time

Day-before or same-day run

Qty × hourly rate. Includes stage blocking, mic check, and slide tests to reduce show-day risk.

Travel day rate

Time

Travel consumes a workday

Qty × hourly rate. Applies when transit prevents other billable work; pair with expenses line.

Travel expenses pass-through

Item

Airfare, hotel, ground

Pass-through as billed. Attach receipts; pre-approve class, nights, and ground rules in contract.

Rush booking fee

Item

Event within short lead time

Fixed surcharge per late notice. Offsets compressed prep and increased change risk.

Date hold retainer

Item

Holding a specific date

Fixed retainer applied to final invoice. Non-refundable; secures availability and planning time.

Printed workbooks/materials

Item

Taxable

Providing physical handouts

Qty × unit cost × (1 + markup%). Ship early; confirm counts and delivery address.

Save and reuse your speaking fees and travel

Create a free account and save speaking fees, travel costs, and lodging once, so nothing gets retyped.

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Common Guest Speaker Invoicing Mistakes

These slip-ups stall payment or spark pushback. Use the fixes to keep things smooth.

Mistake

How to fix it

Bundling your fee and expenses into one line hides costs and invites disputes.

Separate the base fee from travel and other expenses, and attach receipts where needed.

Leaving usage rights off the invoice leads to fights when recordings get shared.

State recording and distribution terms, the license period, and any limits in plain language.

Show the retainer received and subtract it from the balance so the math is obvious.

List the event date, start time, time zone, and planned duration.

Vague expense terms result in unpaid or rejected costs.

Reference the contract, note caps or per diems, and provide line-level totals with receipts.

Wrong tax treatment or missing tax ID delays processing.

Add your tax ID, confirm the tax rules for the client location, and write “check local rules” when rules vary.

Guest Speakers Invoice FAQs

Honorariums, deposits, travel per diems, AV, overtime, and recording rights for corporate, nonprofit, and campus events. Use our Guest Speakers Invoice Template to get paid faster, clear answers.

Can I charge a deposit to hold the date?

Yes. Most keynote speakers take a 30–50% nonrefundable deposit to lock the calendar, with the balance due on event day. Example: “Retainer to reserve 11/12 date: $2,000” and “Balance honorarium: $2,000.”

How do I bill a flat fee plus travel?

Bill your honorarium as a fixed line, then add reimbursable travel with receipts or a per diem. Example: “Keynote honorarium: $3,500” and “Travel per diem (2 days @ $75): $150.”

What’s the right way to charge for recording or livestream rights?

Make usage explicit. Add a license or buyout separate from the talk. Example: “Livestream + 12-month internal use license: $750” or “Full buyout of recording rights: $2,500.”

What cancellation or postponement fees make sense?

Use a sliding scale. Keep the deposit, then charge a percentage based on notice. Example: “Cancellation within 14 days: 75% of fee = $2,625” plus “Nonrefundable travel: $320.”

Should prep, rehearsal, or custom slides be billed separately?

Yes. Scope them as add-ons so your presenter time is paid. Example: “Custom slide design (4 hours @ $90): $360” and “Tech rehearsal: $150.”

How do I price going over the booked talk length?

Set an overage rate per 15 minutes or per hour. Example: “Overage: 20 minutes beyond 45-minute keynote: $200.”

What should I include on a speaker invoice for a university or Fortune 500?

Add your legal name, EIN, W-9 attached, remit-to info, and the client’s PO number. Example: “PO #45621,” “Vendor ID #88210,” and “Net 30, pay by ACH.”

Do I collect sales tax, or just bill reimbursements and per diem?

Most speaking fees are services and often not taxed, but rules vary—check local rules. Example: “Speaking fee: $4,000” and “Travel reimbursement (air + hotel, receipts attached): $689, tax exempt.”