Questions to ask an event manager before you commit

You've just been told you need to organise your company's annual client dinner, or a launch event, or a multi-day conference—and you're weighing whether to hire an event manager. Before you hand over a deposit, you need to ask the right questions. Not generic ones about their experience or portfolio, but the specific questions that reveal whether this person will actually deliver what you need, stay on budget, and handle the chaos that always emerges. Here's what to ask, why it matters, and how to read the answers.

What does your fee cover, and what's billed separately?

This is where vagueness breeds disaster. Ask them to walk you through their pricing model: do they charge a flat fee, a percentage of the total event spend, an hourly rate, or a combination? Then push further: does that fee include their time in meetings with you and suppliers, or only site visits and the event day itself? Are there markup costs on vendor quotes? What happens if you ask them to manage a supplier they haven't worked with before—do they charge extra to vet that person?

A clear answer will itemise categories: "My fee is X and covers Y hours of planning, Z site visits, and full-day coordination on the event. Vendor quotes are passed to you at cost with no margin. If you bring in a supplier I haven't used, I charge an extra day rate to manage the relationship." An evasive answer sounds like: "It depends on what you need" or "We'll work it out as we go." That's a red flag. You want specifics before you commit.

Walk me through what happens if a key supplier pulls out two weeks before the event

This tests whether they have a real contingency plan or are just saying reassuring words. A strong event manager will describe it: "I maintain relationships with backup caterers, audio-visual companies, and florists across the city. The moment I'm aware of an issue, I activate those contacts, compare pricing and availability, and present you with options within 24 hours." They might also ask whether you've contracted a penalty clause with your primary supplier—that matters because it affects whether they'll fight to keep them or pivot fast.

A weak answer is: "I'll find someone else." That's not a plan; that's a prayer. You want to know they've already thought about who, and they're networked enough to move without weeks of back-and-forth.

How do you communicate with me, and how often?

Ask them to describe the rhythm: weekly check-in calls, email updates, a shared project tracker, a WhatsApp group with vendors? If the event is three months out, is weekly overkill or essential? If it's two weeks, is weekly too slow? The answer should be tailored to your event's timeline and complexity, not a one-size-fits-all script.

Also ask: if something urgent comes up—a supplier asks a question on a Friday evening or a venue has a scheduling conflict—how do I reach you? What's your response time? A manager who says "Email me and I'll get back to you Monday" isn't fit for events. You need someone who can be reached quickly when decisions can't wait.

Who on your team will I actually be working with?

If you're meeting a senior planner but a junior assistant will coordinate your event, you need to know that upfront. Ask whether the person you're speaking to will be present at the event itself, or whether they'll hand off to a coordinator. Neither is inherently wrong—it depends on your event's complexity and your comfort level—but it needs to be explicit. Ask to meet or speak with whoever will be your main point of contact during execution.

You should also understand their team structure: if your main contact gets sick a week before the event, who takes over? Is there a named backup, or will it be "whoever's available"? You want coverage, not chaos.

Getting clarity before you sign

The goal is to move past reassurance and into specifics. A good event manager won't mind these questions; they'll welcome them because they reveal you're serious and won't waste time on avoidable misunderstandings. Ask them in writing if possible, and get written replies. When you're ready to hire, you'll find verified event managers on Strove who can handle these conversations directly and back up their answers with references and past event details.