How to check a planner has delivered conferences your size

You've just inherited a brief to run your company's annual conference. Three hundred people, two days, keynote speakers flying in, and it's the first time you've done this. You've found a planner who talks the talk, but how do you know they've actually *run* events your size before—not just claimed to?

A planner's portfolio matters far more than their pitch. The risk isn't hiring someone inexperienced; it's discovering that risk on day two when registration breaks down or the AV supplier doesn't show up. Before you sign anything, verify what they've actually delivered.

Search their track record in CIPC and industry registers

Start by asking the planner to name three to five conferences they've run in the past two to three years at a scale similar to yours—same attendee count, same duration, same complexity. Write down the event names, years, and rough size. Then check whether the planner or their business is registered with CIPC (Companies and Intellectual Property Commission) and, if they operate as a sole trader or partnership, whether that structure is active.

Asking "Are you registered?" matters because it's a baseline. A planner operating legitimately has that on file. Beyond CIPC, search for membership with professional bodies like the Event Council of South Africa or similar bodies if they exist in your region. Not all planners belong to formal bodies, but if they do claim one, verify it.

Once you have event names, Google them. Look for press coverage, sponsor announcements, attendee comments or photos. Small conferences might not generate media noise, but larger ones usually do. Check the planner's own website or LinkedIn portfolio—do the event descriptions match what you heard in conversation? If they claim 500 attendees but the photos show a half-full hotel breakout room, that's a signal.

Request proof: references and venue sign-offs

Ask the planner for contact details of three past clients from events comparable to yours. Call them directly—don't email. A reference who will speak on the phone has more skin in the game than someone who writes a testimonial.

When you call, don't ask vague questions like "Were you happy?" Instead, ask specifics: Did the event come in on budget? If not, where did it overrun? How did the planner handle the venue logistics—setup, breakdown, last-minute room changes? Did registration run smoothly on the day, or were there queues or system failures? How was communication in the weeks leading up to the event? Did the planner respond quickly when problems arose?

Also ask: "If you ran this event again, would you hire them?" A hesitant answer or a qualification ("Yes, but only for the planning part") tells you something important.

Beyond client references, ask the planner to provide written confirmation from venues they've worked with. A venue manager or events co-ordinator can vouch for whether the planner runs a tight operation, respects timelines, and communicates clearly. Many venues keep records of past events and the planner's conduct.

Check their insurance and ask about past problems

A professional planner carries public liability insurance and, ideally, professional indemnity cover. Ask to see proof. This isn't bureaucracy—it's protection for both of you if something goes wrong.

Finally, ask them directly: "Tell me about a conference that didn't go as planned. What happened and how did you fix it?" A planner with real experience has a story. Someone who claims everything always runs perfectly is either telling the truth (possible but rare) or inexperienced enough not to know what can go wrong. A candid answer—"We had a speaker cancel three days before; I contacted two alternatives and briefed them overnight"—signals someone who's learned.

Once you've verified their track record through registers, calls to past clients, and venue contacts, you'll have a far clearer picture of whether they can handle your event. Strove's verified conference planners come with feedback from past clients and searchable profiles, so you can start your vetting there rather than cold-calling.