Almost every planner is warm and enthusiastic in a first meeting — that is the easy part. What you are really testing is how they handle money, pressure and the moment something goes wrong. Ask direct questions and listen for specific, confident answers rather than reassuring vagueness.
On money and scope
Get complete clarity here before anything else. A good planner will welcome the questions.
- How do you charge — flat fee, percentage, or hourly?
- What exactly is included, and what counts as an extra?
- Do you take commissions from vendors, and do you disclose them?
- What is the payment schedule and cancellation policy?
On experience and fit
You want someone who has run events like yours — and whom you will enjoy talking to for months.
- How many events like mine have you done in the past year?
- Will you personally run my event, or a team member? Who?
- How many events do you take on the same weekend?
- Can I speak to two recent clients?
The most revealing question is: "Tell me about an event where something went wrong, and what you did." A confident, specific story about a recovered problem tells you more than a wall of five-star reviews ever will.
On communication and the day itself
How you will work together matters as much as the result. Set expectations now.
- How and how often will we be in touch?
- Who is my point of contact on the day, and what is the backup plan if you are ill?
- Are you insured, and can you share a sample contract?
- What do you need from me, and by when?
If the answers are clear, specific and calm, you have probably found your planner. Trust the fit as much as the portfolio — you will be working together for a while.