13 Smart Questions to Ask Before Hiring an Event Planner

Hiring an event planner can make or break your event. Whether you're planning a wedding, a corporate gathering, or a birthday blowout, you want someone who gets your vision, handles the stress, and keeps everything running smoothly. But how do you know if a planner is the right fit?

You ask the right questions—early.

Here are 13 smart (and totally reasonable) questions to ask any event planner before you bring them on board:

1. What types of events do you specialize in?

Not all planners are the same. Some thrive on corporate structure. Others shine with creative weddings or wild theme parties. Ask where they’re most comfortable—and what kind of events get them excited.

2. Can I see your portfolio or photos from past events?

A picture’s worth a thousand promises. Get a look at their style, attention to detail, and how they handle different types of setups.

3. Do you have references or reviews I can check out?

No red flags here—just common sense. See what past clients have to say. Bonus if they’re willing to let you call or email a few directly.

4. What’s included in your services?

Some planners handle it all—venue, vendors, setup, teardown. Others stick to the basics. Be clear on what’s covered so there are no surprises later.

5. Do you work with specific vendors or can I choose my own?

Some planners have go-to vendors. That can be a time-saver, but make sure you still have flexibility, especially if you already have a DJ or caterer in mind.

6. How do you handle budgeting?

This one matters. A good planner will help you stay on budget, offer alternatives when things get pricey, and be transparent about where every dollar goes.

7. What’s your backup plan if something goes wrong?

Rain, tech failures, flaky vendors—it happens. Ask how they handle last-minute issues and whether they’ve got Plan B (and C) ready.

8. How do you communicate during the planning process?

Weekly check-ins? Email only? Shared docs? Make sure their style fits yours. You want to feel looped in without feeling overwhelmed.

9. Will you be there on the day of the event?

Seems obvious, but don’t assume. Some planners delegate day-of coordination. If you want them running the show, ask upfront.

10. How many events do you take on at once?

You don’t want your planner juggling five events the same weekend. Ask how many clients they manage at a time and what kind of focus you can expect.

11. What’s your cancellation and refund policy?

Stuff happens. Be clear on what happens if the event gets postponed or canceled, and what you’re on the hook for.

12. Do you have liability insurance?

It’s not the fun part, but it’s important. Liability insurance protects both you and them in case something goes wrong.

13. What makes you different from other planners?

Give them space to tell you what they love about this work—and why they’re good at it. Passion and personality go a long way.
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Final Thoughts

You’re trusting someone with your vision, your time, and a chunk of your budget. So don’t hold back. The right questions can save you stress, money, and last-minute chaos—and help you find a planner who just gets it.

Need help planning your next event? FunCo Events brings the creativity, logistics, and backup plans—so you don’t have to. Let's talk.