Decide how much event planning support you need
Full planning can cover venue research, supplier shortlists, budget tracking, design meetings and delivery on site. Partial planning works when some decisions are made and you want help with the gaps. On-the-day coordination is useful once your venue and suppliers are confirmed. Ask how far ahead the coordinator begins the handover, how many meetings are included and how long they will stay on site. The right scope depends on the jobs that still need an owner.
Brief a planner on your priorities, budget and timeline
Tell the planner the occasion, guest count, event location and the decisions you have already made. List the two or three things that matter most, such as an early finish, a specific atmosphere or a smooth room changeover. Give a working event budget and make clear whether it includes planning fees. For conferences and launches, add speaker timings, registration requirements and any rehearsal windows. A well-defined brief helps planners explain both their fee and what they would deliver.
Confirm responsibilities with the planner and venue
Agree who requests quotes, checks supplier paperwork, approves changes and handles contracts. Ask whether the venue manager looks after room operations while the planner coordinates external suppliers and the running order. Discuss how changes are communicated on the day and who can approve extra costs. Request a written scope that lists meetings, delivery hours, assistants and any travel charges. It gives everyone a shared reference if the event grows.
Frequently asked questions
Can I hire an event planner after booking my venue?
Yes. Share your venue agreement, key deadlines and list of suppliers already booked. A planner can quote for the remaining work, such as finding suppliers, budget review or a coordination handover.
What is included in on-the-day coordination?
It commonly includes reviewing your schedule, contacting booked suppliers and coordinating key timings. Check when handover starts, how many staff attend, who handles setup and how late the coordinator stays.
Should an event planner book suppliers on my behalf?
Agree that up front. Some planners recommend suppliers and coordinate them while you sign contracts. Others can make bookings under agreed authority. Ask who invoices you, who owns each booking and how any supplier commissions are handled.