Questions to Ask an Event Planner Before Signing on the Dotted Line (From an Expert)

Hiring an event planner can be the key to transforming your vision into a seamless, stress-free celebration. But not all planners are created equal. The secret to a successful partnership? Asking the right questions before booking. Whether you’re planning a corporate event, a milestone party, or something totally unique, having a clear understanding of your planner’s process, communication style, and experience can make all the difference. 

Here’s how to make sure the planner you hire fits just as perfectly!

Table of contents:

• Why asking the right questions is important
• Key questions to ask your event planner
• How Peerspace can complement your event planner’s efforts
• Working with an event planner FAQs
• Event vendor considerations

Why asking the right questions matters

Planning an event is a big investment of time, energy, and money. Asking thoughtful and strategic questions up front helps you:   

• Build trust and alignment 
• Uncover red flags before you’re committed 
• Ensure transparency around budget and responsibilities 
• Set realistic expectations for the event experience 

By understanding how a planner works — and how they respond to pressure  — you’ll be better equipped to decide if they can truly bring your vision to life. 

Crucial questions to ask an event planner

Experience & expertise: 

• How many events like mine have you planned? 
• What types of events do you specialize in? 
• Can you share examples from your portfolio or past client testimonials? 
• Have you worked in my chosen venue type (e.g., lofts, galleries, outdoor spaces)? 
• What was the most challenging event you’ve planned and how did you handle it? 

Budget & pricing transparency:

• How is your fee structured? 
• What’s included in your pricing? 
• Are there additional fees for travel, overtime, and late changes? 
• Will you provide a detailed proposal or contract? 
• Can you help with cost-saving recommendations? 

Vendor & venue collaboration:

• Do you have a list of preferred vendors?
• Are you open to working with vendors I’ve already chosen? 
• How do you communicate with the venue leading up to the event?
• Have you worked with platforms like Peerspace to source venues?
• How do you ensure the space fits both the aesthetics and logistics of the event? 

Planning process:

• What’s your typical planning timeline? 
• How often will we meet or check in?
• What tools or platforms do you use to organize details and communicate? 
• Do you handle permits, insurance, and other logistics? 
• How do you incorporate a client’s vision into the planning process? 

On-Site Coordination:

• Will you be on-site the day of the event? 
• Will you have a team or assistants present? 
• How do you handle emergencies or last-minute changes? 
• What is your role in vendor coordination on event day? 
• How early do you arrive and when do you leave? 

How Peerspace can help your event planner shine

Finding the right venue can be one of the most time-consuming parts of planning an event, which is why I love Peerspace. Their platform offers:

• Unique spaces across styles, sizes, and cities
• Transparent hourly pricing with no hidden fees
• Instant booking for when you’re ready to lock it in
• Flexible options perfect for everything from creative workshops to elegant galas 

Best of all, many Peerspace hosts are used to working with professional event planners and are happy to coordinate for seamless setup and teardown. When I worked as a New York City wedding planner, I would have loved to collaborate with a venue partner like Peerspace that makes it easy to work in an event-ready space. 

FAQs about working with an event planner

Do I need an event planner if I already booked a venue? 

While it’s possible to plan solo, I always recommend working with an event planner, especially for high-stakes events. Booking the venue is just one detail of many. An experienced planner can manage timelines, vendor communication, and design details that might otherwise fall through the cracks, see problems before they arise, and handle any problems that do arise so that you can enjoy the party. 

Is an event coordinator the same as a planner?

Not quite. Coordinators typically manage logistics on the day of your event, while planners are involved in the full process, from budgeting to booking. 

Can a planner help me stay on budget?

Yes — a good event planner will have vendor relationships and experience that can help stretch your event budget without sacrificing quality. They’ll also know about tools or platforms, like Peerspace, that can make it easier to host your dream event. In that example, finding the right venue for your celebration becomes even easier, meaning your planner can focus their time and your budget on other areas of party planning. 

Ready to book your dream venue?

Whether you’re working with a planner or decide to take on the logistics solo, an expert platform like Peerspace can make the event planning process even easier. Check out their event venues for rent (or, better yet, ask your planner to do it!) so that you can find an inspiring venue no matter your location or budget. 

Vetting other vendors to bring your event to life?

Check out these resources to help you arrive at consultations well-prepared and ready to get the answers you need:

• 16 Essential Questions to Ask a DJ Before Hiring for Your Event
• 12 Questions to Ask a Photographer Before You Book (Recommended by Pros)