Top 10 Questions to Ask Before Hiring an Event Planner

Planning an event can feel like juggling a million details at once. Whether it’s a dream wedding, a corporate conference, or an intimate celebration, hiring the right event planner can turn the chaos into calm and bring your vision to life.

But how do you know if a planner is the right fit?

This guide walks you through the 10 most important questions to ask before hiring an event planner, ensuring your event is in expert hands from start to finish.

1. What Types of Events Do You Specialize In?

Not every planner is a one-size-fits-all solution. Some excel at weddings, others at corporate events or luxury social gatherings.
Why it matters: You want someone with experience in your specific event type to ensure they understand the unique requirements and nuances involved.

2. Can You Share References or Client Testimonials?

A credible planner should be proud to share glowing reviews from past clients.
Pro tip: Don’t just read the reviews—ask follow-up questions. How was the communication? Did everything run on schedule? Were there any surprises?

3. What Services Are Included in Your Packages?

Event planning can range from full-scale production to simple day-of coordination.
Ask clearly: What’s included and what’s extra? Are design consultations, vendor management, or venue visits part of the package?

4. How Do You Manage Budgeting and Cost Control?

A great planner knows how to make magic happen within your budget.
Ask: What systems do you use for budget tracking? How do you ensure we don’t face hidden costs later?

5. How Do You Select and Manage Vendors?

Vendors can make or break an event.
Find out: Do they have a network of trusted professionals? Will they handle all vendor coordination? What happens if a vendor cancels?

6. What Is Your Communication Style and Frequency?

Clarity and consistency in communication are key during the planning journey.
Ask: How often will we touch base? Will it be via email, phone, or in-person meetings? What’s the turnaround time for replies?

7. How Do You Handle Unexpected Issues or Emergencies?

Even the best-planned events can hit a bump.
Look for: Real examples of past challenges and how they were resolved. A planner’s ability to stay calm and resourceful under pressure is priceless.

8. What’s Your Emergency Backup Plan?

Dig deeper into their crisis management strategy.
Ask: What if there’s a weather issue, vendor no-show, or last-minute venue problem? How quickly can they adapt?

9. Will You Be Present on the Event Day?

Your planner should ideally be on-site to coordinate and ensure everything flows smoothly.
Clarify: Will you personally be there? Will a team or assistant also be involved?

10. What Is Your Cancellation and Refund Policy?

Life is unpredictable.
Understand: What happens if the event is postponed or canceled? Are deposits refundable? Are policies flexible in emergencies?

Bonus Question: How Do You Stay Updated with Industry Trends?

A forward-thinking planner stays current with trends and tech.
Ask: Do they attend industry conferences? How do they bring modern aesthetics and innovation to your event?

Set the Stage for Success

Hiring an event planner isn’t just about checking boxes—it’s about finding a partner who understands your vision, communicates effectively, and can execute with precision.