How to choose the right event manager
So you’ve got a big event coming up—congrats! 🎉
Now comes the part where you either:
Enjoy the ride with someone you trust handling all the details, or…
Spend the next 3 months questioning every life decision you’ve ever made.
The difference? Choosing the right event manager.
Whether it’s your wedding, a corporate function, a birthday bash, or a full-blown product launch, a great event manager can turn your Pinterest board into reality. But how do you actually find one that fits your vibe, budget, and expectations?
Let’s break it down—real talk, no fluff.
1. Get Clear on What You Actually Need
Not all events need the same level of management. Ask yourself:
Do I need someone to handle everything, start to finish?
Or just someone to manage the event day itself?
Do I want a creative partner or just a logistics expert?
What’s my realistic budget?
Knowing the answers to these upfront can help you avoid wasting time with planners who don’t offer what you need.
2. Look for Relevant Experience (Not Just Fancy Photos)
Yes, aesthetics matter. But don’t get dazzled by beautiful Instagram feeds alone.
Ask:
Have they handled events like mine before? (scale, type, location)
How do they deal with last-minute chaos?
Can they work within my budget—or are they more luxury-only?
A good event manager should have a mix of creativity and operational skills. Think artist meets air-traffic controller.
3. Check Reviews—But Read Between the Lines
Glowing reviews are great, but look deeper.
Do clients mention things like communication, problem-solving, or being calm under pressure?
Are there repeat clients?
Does anyone mention things like "went above and beyond" or "saved the day"?
You’re not just hiring a service—you’re hiring someone to be your right hand in the middle of potential madness.
4. Schedule a Chat and Trust the Vibe Check
You’re going to spend a LOT of time working with this person. So, beyond skills and pricing—do you click?
Do they listen to your ideas?
Do they seem genuinely excited about your event?
Are they calm, confident, and proactive?
If they interrupt a lot, push their own ideas too much, or make you feel unheard—that’s a red flag.
This isn’t just a vendor; this is your partner in planning.
5. Ask the Real Questions
Here are some underrated—but essential—questions to ask:
What’s your backup plan if something goes wrong?
How many events do you take on at once?
Who will be the main point of contact on the day?
How do you manage timelines and vendors?
Their answers will tell you everything about how organized and professional they really are.
6. Understand the Costs—No Surprises, Please
Every event manager charges differently. Some offer flat packages. Others charge based on a percentage of your total budget.
Make sure you know:
What’s included (and not)
How payment works (milestones, deposits)
Whether there are any cancellation or change fees
Transparency is key. A good event manager will lay it all out without dodging questions.
7. Use Platforms That Simplify the Search
Instead of spending days on Instagram and Google, you can use platforms like Event Matchup to submit your event details and let event managers come to you.
You just fill out a form—and only the relevant, available pros will reach out. No cold DMs. No wasted time. Just good matches.
It’s like dating, but for event planners. And with fewer red flags.
Final Thoughts
Finding the right event manager is part research, part instinct, and part matchmaking.
Yes, experience matters. Yes, budget is real. But the best event managers don’t just plan parties—they read minds, fight fires, and bring magic to the mundane.
So take your time. Ask the hard questions. And trust your gut.
Because when the big day comes, you deserve to be in the moment—not behind the scenes holding a clipboard.
👉 Ready to meet the one? Head over to eventmatchup.com and let the pros find you.