10 Questions to Ask Your Event Planner Before You Book

Choosing the Right Planner Starts With the Right Questions

An event planner can be the difference between a celebration you enjoy and one you spend managing. Before signing a contract, use these ten questions to understand exactly what you are buying and whether this planner is the right fit for your event.

The 10 Questions

1. What services are included in your fee? Full planning, partial planning, and day-of coordination are very different scopes. Get the deliverables in writing.
2. How many events do you take on per weekend? You want to know whether your planner or a junior associate will be running your day.
3. Have you worked at my venue before? Venue familiarity means the planner already knows the load-in rules, layout quirks, and staff.
4. How do you charge? Flat fee, percentage of budget, or hourly all create different incentives. Ask about payment schedule and what triggers extra fees.
5. Do you receive commissions from vendors? A transparent planner will disclose any referral arrangements so you know recommendations are unbiased.
6. What does your planning timeline look like? A good planner walks you through milestones: vendor booking, tastings, final counts, and the week-of schedule.
7. How do you handle emergencies? Ask for a real example of something going wrong at an event and how they fixed it.
8. Who is your backup if you are sick on event day? Established planners have trained associates and a documented handoff plan.
9. How many meetings and site visits are included? Unlimited email but only two calls can be a surprise if you expect weekly check-ins.
10. Can I speak with two recent clients? References from events similar in size and style to yours are worth more than any portfolio photo.

Red Flags to Watch For

Be cautious with planners who are vague about pricing, refuse to share references, pressure you to book their preferred vendors exclusively, or lack a written contract with a clear cancellation policy.

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