How to Choose the Right Event Planner for Your Corporate or Private Event

Ever feel like planning an event is like juggling while riding a bike? The long to-do lists, talking to vendors, and last-minute problems can make anyone stressed. We get it! 

Now, imagine having a trusted partner who understands your vision and handles all the tricky parts of event planning with ease. That’s what a good event planner does, they turn chaos into calm, ensuring your event is not only successful but amazing. 

In this guide, we’ll walk you through how to find the right event planner for your needs. From understanding your vision to checking their experience, you’ll learn how to make a smart choice and have a stress-free planning experience. 


How to Choose the Right Event Planner 

  1. Know Your Needs & Vision 
  2. Research & Shortlist Potential Planners 
  3. Evaluate Experience & Expertise 
  4. Communication is Key 
  5. Check References & Reviews 
  6. Understand Their Services & Pricing 
  7. Personality & Chemistry Matters 
  8. Availability & Flexibility 
  9. Trust Your Gut 

1. Know Your Needs & Vision: Laying the Groundwork 

Before you start looking for an event planner, take a moment to think about your event. What are you trying to achieve? Is it a small wedding, a big corporate event, or a birthday party? 

Understanding the type of event, its size, and your budget will help you narrow down your options. You’ll also want to think about the vibe, is it a casual outdoor event, a fancy black-tie affair, or something totally unique? Clear communication about your vision will help you find the right planner. 


Key Points: 

  • Be clear about your needs and vision, the more specific, the better. 
  • Have a realistic budget to guide your search. 
  • Don't forget the vibe, the style and mood of the event are just as important as the details.

2. Research & Shortlist Potential Planners: Casting a Wide Net 

Now that you know what you want, it’s time to start searching for planners. Ask friends, family, or colleagues for recommendations. Personal referrals are a great starting point. 

You can also check online. Look at local planners’ websites and portfolios to see their style and experience. Don’t forget social media, it’s a good way to see their recent work and client feedback. Industry directories or associations are another resource for finding trusted planners. 


Key Points: 

  • Ask for recommendations from people you trust. 
  • Look online for planners' websites, portfolios, and social media profiles. 
  • Use industry resources like directories to find professionals in your area. 

3. Evaluate Experience & Expertise: Finding the Right Fit 

With a shortlist of planners, it’s time to dig deeper. How long have they been in business? What kinds of events do they specialize in? Do they have experience with events similar to yours? Ask for examples or testimonials from past clients. 

You should also ask if they have any special certifications or awards. While not necessary, these can show that they are serious about their profession. 


Key Points: 

  • Experience matters, seasoned planners know how to handle challenges. 
  • Look for planners who specialize in your type of event. 
  • Don’t be shy, ask questions about their process and how they handle surprises. 

Remember, choosing the right event planner will give you peace of mind. Take your time and find someone who matches your vision and experience level. 


4. Communication is Key: Building a Strong Connection 

Good communication is the foundation of a strong partnership with your event planner. You’ll be sharing your ideas, expectations, and concerns with them, so it’s important they truly listen to you. 

Pay attention to how quickly they respond. Do they answer calls or emails promptly? Do they make you feel comfortable asking questions or raising concerns? A good event planner will listen carefully, offer helpful suggestions, and keep you updated throughout the planning. 


Key Points: 

  • Choose a planner who responds quickly and values your time. 
  • Make sure they understand your needs and vision.
  • Their communication should be clear and professional. 
  • Ask how they prefer to communicate and how often you’ll check in. 

5. Check References & Reviews: Learn from Others 

While a planner’s website can look impressive, hearing from past clients can give you deeper insight. Don’t hesitate to ask for references and talk to them about their experience. 

Online reviews are also helpful, but read them carefully. Look for common themes in both good and bad feedback. Do people often praise their organization or problem-solving skills? Or are there repeated complaints about communication or staying on budget? 

In the end, trust your gut. Do you feel confident and comfortable with this planner?


Key Points: 

  • Ask for references and talk to past clients about their experience. 
  • Read online reviews carefully and look for patterns. 
  • Trust your instincts when choosing a planner. 

6. Understand Their Services & Pricing: No Hidden Surprises 

Event planning services can vary a lot, so it’s important to know exactly what’s included. Ask for a detailed breakdown of what they offer and if there are any extra fees. 

Do they provide full-service planning, or do they offer specific services you can pick and choose from? Make sure you get everything in writing and compare quotes from different planners. Also, ask about their payment schedule and cancellation policy. 


Key Points: 

  • Make sure you understand what’s included in their services. 
  • Get a written contract to protect both you and the planner. 
  • Compare quotes from different planners. 
  • Ask if there are any hidden fees. 

 

Related posts:

Top 7 Event Decor Trends

Event Planning Checklist

 

7. Personality & Chemistry Matters: The Human Connection 

You’ll be working closely with your event planner for weeks or months, so it’s important to find someone whose personality matches yours. 

Do you feel a connection when you talk to them? Are they excited about your event and ideas? A great planner will not only be organized and professional but also passionate about making your event a success.


Key Points: 

  • Trust your gut, if it doesn’t feel right, move on to another planner. 
  • Look for enthusiasm and passion for your event. 
  • Make sure they understand and support your vision. 

8. Availability & Flexibility: Handling the Unexpected 

Before hiring a planner, check if they’re available on your event date. Popular planners often get booked early, especially during busy seasons. 

Also, ask how flexible they are. Sometimes things don’t go as planned, and you need a planner who can handle changes smoothly. A good planner will adapt and find solutions to keep your event on track. 

Lastly, ask if they’ll be present at your event. Having them there can give you peace of mind and ensure everything runs smoothly. 


Key Points: 

  • Book early: Make sure your planner is available for your event date. 
  • Flexibility matters: Choose someone who can handle unexpected changes. On-site presence: Having your planner there on the big day is helpful. 

9. Trust Your Gut: The Final Choice 

After doing your research and talking to different planners, trust your instincts. If something feels off, even if you can’t explain it, it’s okay to keep looking. 

This is your event, and you should feel confident and excited about the planner you choose. Don’t settle, keep searching until you find the perfect match. 


Key Points: 

  • Trust your gut: If something doesn’t feel right, move on. 
  • Feel confident: You should be excited and at ease with your choice. 
  • Don’t rush: The right planner is out there, so take your time to find them. 

 

Our Event Portfolio

At Cococabana, we specialize in planning all kinds of events, paying close attention to details, and being creative. Here are some of the wonderful events we’ve had the chance to create.

 


Your Next Steps On Choosing the Right Event Planner for Your Corporate or Private Event

Picking the right event planner can turn a stressful process into an enjoyable experience. By understanding your needs, doing thorough research, and trusting your instincts, you’ll find a planner who shares your vision and brings creativity, expertise, and peace of mind to your event. 

At Cococabana, we love making event dreams come true. Our team of experienced planners adds a personal touch to ensure your event is exactly what you imagined. 

Ready for stress-free planning? Contact us today for a free consultation and see how we can make your event unforgettable!

Back to blog