Nine Questions to Ask Before You Book a Planner
The questions that separate a reliable event planner from an expensive one — on contracts, team size, backup plans and what happens when something goes wrong.
Portfolios all look the same. These are the nine questions whose answers actually tell you whether a planner can run your event.
1. Who Is Actually Running My Event on the Day?
The person selling you the event is frequently not the person delivering it. Ask for the on-site coordinator's name and ask to meet them before you sign.
2. How Many Events Are You Running That Weekend?
In peak season some companies take four or five weddings in a weekend and spread one skeleton crew across all of them.
3. What Is in the Contract, Itemised?
A quote that says "complete wedding decor — ₹X" is not a contract, it is an invitation to a dispute. You want line items: what is included, what is extra, setup and teardown, transport, overtime rate, and GST treatment.
4. What Happens If It Rains?
Ask specifically: what is the plan, who decides, by when, and what does it cost? A planner who has run outdoor events in this region has a real answer ready.
The useful question is never "can you do this?". It is "what happens when this goes wrong?" — because on a long enough event, something does.
5. Can I Speak to Two Clients from the Last Six Months?
Not testimonials on a website — actual phone numbers. Ask those clients: what went wrong, and how was it handled?
6. Which Vendors Are Yours and Which Are Subcontracted?
Both models work. What matters is knowing which one you are buying, because it determines who is accountable when the sound system arrives two hours late.
7. What Is the Payment Schedule, and What Is Refundable?
A normal structure is a booking advance, a milestone payment some weeks out, and the balance around the event. Ask what happens if you cancel at three months, one month and one week — and get the answer in the contract.
8. How Do You Communicate During the Event?
There should be one point of contact. If eight vendors have your phone number, you are the coordinator, and you will spend your own wedding on the phone.
9. What Would You Change About My Plan?
A planner who agrees with everything you have proposed is selling. Someone with real experience will push back on at least one thing.
Frequently Asked Questions
What should an event planner's contract include? Itemised deliverables, the named on-site coordinator, setup and teardown times, the overtime rate, GST treatment, the payment schedule, and cancellation terms.
How much of an advance is normal for an event planner? A booking advance of roughly 20 to 30 per cent, a milestone payment some weeks before, and the balance around the event date.
Is it worth hiring an event planner for a small function? Often yes, if the function has multiple vendors or you want to attend your own event rather than run it.
