Event planning—it can be exhilarating yet incredibly confusing. You may have a vision and a budget, but the cost can vary dramatically depending on the type of planner you hire, how early you book, and how customized you want the event to be. To make it easier, let’s explore the different types of planners, why their prices vary so much, and why day-of coordination is absolutely critical—especially when unexpected challenges arise.
The Types of Event Planners & What You Pay For:
Partial Planners: The Wannabe Planners
These are often florists, venue owners, or decor shops who offer event services on the side. While they may be good at what they specialize in, their limited scope means they won’t oversee the entire event. This often leaves you responsible for managing other vendors yourself, adding stress. Their services are affordable, but you’ll need to do the heavy lifting on coordinating everything.
Typical Planners: The Cookie Cutter Planners
These planners work within standard packages and offer pre-designed layouts with minimal personalisation. You'll choose between three or four template setups, where only minor details—like colors or names—can be customized. These planners are great if you don’t need anything overly personal, but the results can feel generic. Their prices are fixed, but what you’re paying for is a more mechanical planning process.
Bespoke Planners: The Creators Bespoke planners focus on personalising your event, working with you to create something unique. However, more customization comes with a higher price tag due to the added time and effort. While this type of planner offers more flexibility, the process can sometimes feel like formal business meetings, lacking the warmth of a deeper connection.
Holistic Event Planners
These are the crème de la crème of event planning. Dedicated event partners do more than create an event; they create an experience tailored specifically to you. They take the time to get to know you on a personal level—understanding your style, preferences, and personality. With this deep connection, they can design every aspect of your life to truly reflect who you are.
Timing: The Hidden Price Factor
Another major cost driver in event planning is timing. The earlier you book your planner, the better the rates and availability. For optimal results, book at least a year in advance. This gives both you and the planner ample time to craft a detailed plan, secure top-notch vendors, and get the best rates. When you have time on your side, you're more likely to make decisions that perfectly match your vision and your budget.
However, if you wait until the last minute—say two months before the event—you can expect a spike in costs. Last-minute planning creates a rush for venues, vendors, and logistics, often at a premium price. It also leaves less room for creative, personalised elements, making the process feel rushed and chaotic.
Day-of Coordination: Avoiding Event Day Mishaps
One of the most underestimated aspects of event planning is day-of coordination. Planning an event is only half the battle—the day itself comes with its own set of challenges. Without a coordinator on-site to manage these details, even the best-laid plans can unravel.
Take, for example, the wedding of Maria and Yioti. Everything was going smoothly until the wind picked up, threatening to ruin the couple's elegant table floral arrangements. The delicate blooms started wilting under the harsh wind, a potential disaster for the look and feel of the reception. Fortunately, the day-of coordinator stepped in quickly. By adding ice to the vases, the flowers regained their vitality, and the décor was saved. This quick action not only salvaged the event’s aesthetic but also made the couple and guests feel truly cared for. The coordinator didn’t just manage the situation—they played the role of the saviour, enhancing the warmth of the celebration.
Coordination vs. Planning:
It’s also important to understand the difference between planning and coordination. Many clients assume that the planner they’ve hired will automatically manage everything on the event day, but that’s not always the case. Planning covers the organization of all the details beforehand—booking vendors, designing the event, and preparing timelines. Coordination ensures everything goes according to plan on the day of the event itself.
Without a coordinator, you may find yourself managing all the moving pieces—like vendor arrivals, setup, and troubleshooting—which can be overwhelming. Always ensure that day-of coordination is included in your package so you can enjoy your celebration without worry.
The Reality of Event Costs
While it’s tempting to believe that you can manage a big event on a small budget, it’s important to remember that even seemingly simple events can become elaborate productions. If your “low-key” birthday party starts to look more like a wedding—with custom décor, entertainment, and several vendors—the cost will reflect that complexity. Make sure to count the elements of your event before finalising your budget, as even small additions can significantly increase the total cost.
The Rise of Online Event Planning
In today’s digital age, online event planning can stand on its own as a service, especially for those who prefer a more hands-on approach or are looking for guidance.
Online event planning offers a wealth of resources for clients who need tips, aesthetics, and ideas without the need for full-service planning. Whether you’re organizing a virtual gathering, a small birthday party, or even a larger event, many online platforms provide the tools necessary to help you design a beautiful, cohesive event from the comfort of your home.
Online planners can offer templates, design inspiration, and coordination tips, allowing you to maintain control over your event while still benefiting from professional advice. This approach can be both cost-effective and empowering, giving you the freedom to express your creativity while ensuring that your event aligns with your vision.
In summary, understanding the type of planner you need, the timing of your booking, the necessity of day-of coordination, and the potential for online planning can make all the difference in both your experience and your budget. Whether you choose a basic planner, a dedicated planner, or explore online options, making informed decisions will ensure that your event is both memorable and tailored to your unique style.
Comments