Vendor Payment Schedule Calculator
A vendor contract split into deposit, progress payment and final balance — how much each is and when it falls due relative to the event — with the cash you need to have found by each date.
Event vendors are paid in stages: a deposit at signing to hold the date, a progress payment some weeks before, and the balance just before or after the event.
How the vendor payment schedule calculator works
Event vendors are paid in stages: a deposit at signing to hold the date, a progress payment some weeks before, and the balance just before or after the event. Enter the contract value, the deposit and progress shares, and the timing of each, and the page gives the amounts and the days from today — the cash-flow plan for one vendor, to be added up across all of them.
Formula: deposit = value × d%; progress = value × p%; balance = value − deposit − progress
Worked examples
| Inputs | Deposit due now | Note |
|---|---|---|
| 25 / 50 / 25 over 90 days | 4,500 | balance a week after |
| Balance before the event | 4,500 | everything paid in advance |
| A large deposit | 9,000 | little held back |
FAQFrequently asked questions
What is a normal deposit?
Twenty to fifty per cent at signing, higher for venues and for dates in peak season. It is usually non-refundable after a cooling-off period — read the cancellation terms.
When is the balance due?
Caterers and venues often want it a week or two before the event; entertainment and AV frequently on the day or shortly after. Later is better for you, because it keeps leverage.
Why does the share paid before matter?
If the vendor under-delivers, money not yet paid is your only practical remedy. Paying everything in advance leaves you with goodwill and a complaint.
How do I use this across many vendors?
Run it per vendor and add the amounts by date — that is the event's cash-flow plan, and it usually shows a crunch about a month out when progress payments cluster.
What about final counts and extras?
Most contracts reconcile the balance to the final guest count and add extras after the event. Hold contingency for that reconciliation.
Where these figures come from
- US FDA Food Code — food service guidance — holding and service context behind catering quantities
- UK Food Standards Agency — the UK food regulator
Last checked: September 2026. Portion and spacing figures are standard catering and event-industry conventions, stated on each page.