How To Hire an Event Planner

So, you want to host an event and by now, you’ve recognized that hiring an event planner is the way to go. Perhaps my previous blog on “Why Hire An Event Planner” helped with your decision? *wink wink* 

Now what?

When it comes to event planning, just like many things in life, one of the biggest obstacles is knowing where to begin — especially if you’ve never done it before. The uncertainty around the process, budget, timeline, and more can cause a lot of unnecessary anxiety that may be detrimental to the end results. 

Hiring an event planner can be overwhelming, but it doesn’t have to be! As a seasoned event planner in Washington, D.C., and throughout NYC, I’ve been on both sides of the process many times and am more than happy to share my tips for success with you all today. While each event comes with a unique set of challenges and to-dos, these tips are universally helpful in guiding you through the process of hiring an event planner.

1. Determine your event’s purpose and goals 

The word “event” couldn’t possibly be any broader! From weddings to bat mitzvahs to fundraisers and more, there are plenty of subcategories that fall under the event planning umbrella. So, naturally, the first step is deciding which kind of event you plan on throwing. There are so many great event planners, such as LeFeast, with their own specialties, so having a clear idea of what you want will help your search.

In addition to selecting your event type, make sure to have a very clear budget in mind. This way, you won’t get swayed by all the wonderful services an event planner has to offer if you can’t afford it. The last thing you want is to end your event with a bill higher than you bargained for!

Other important details to consider before looking for options are guest list size and ideal date. These are integral in the process — after all, the entire event will revolve around them!

2. Look up event planners near you 

Where would we be without Google, am I right? A wide variety of options is, quite literally, a click away these days. Simply type in “Event Planners in Maryland”, if that’s what you’re looking for, and voila! You will find hundreds of options to choose from, all of which should have clearly laid out services and testimonials. The downside to a Google search is that there are oftentimes too many options to choose from...which leads me to my next tip.

If possible, ask the people in your life if they have any recommendations for a good event planner. You never know! Nothing helps in the decision-making process more than a personal recommendation. 

3. Book a consultation (or several)

Now that you’ve selected your favorite wedding planners, either from a Google search or through recommendations, it’s time for the consultation process. Make sure you go into each consultation with a handful of questions ready so that you can be sure that all of your needs will be met. Take into consideration your personal connection to the planner. Chances are you will be working hand in hand with them for several months, so it’s important that you get along and enjoy each other’s company! 

I would also recommend (budget depending, as most consultations do cost money!) booking at least two consultations so you can compare each planner you’ve selected. Once the consultations are complete take as long as you need to make the decision, and at the end of the day, trust your gut.

4. Finalize the details with precision

Now that you’ve found your event planner, it’s time to get to business! Before the fun begins, make sure you sign a detailed contract...and I mean detailed! It should include everything you expect out of them, firm budgeting details, a timeline of deliverables, and clauses in case things go wrong. You will thank yourself later for being extra diligent at the beginning of the process so that the rest can be enjoyable.

Well, there you have it! I hope this guide helps you in the process of hiring the event planner of your dreams. Last but not least, if you’re ever in need of an event planner that specializes in food-driven celebrations...you know who to call!