Hire the best Event Planners

How To Hire the Best Event Planner for Your Needs

Who doesn’t love a good party? Or, at minimum, a gathering of like-minded people to share ideas and make connections.

Many organizations host in-person and virtual events as an effective way to generate leads, build customer relationships, and motivate employees. To do this, they rely on event planners - that rare breed of extroverts who can think both logistically and creatively, improvise quickly, and add just the right splash and dash needed to make a get-together dazzle. 

Event planners can be an asset for any organization. This guide will help you understand the value an event planner can bring to your business. We’ll explore what to look for in an event planner, helpful information to know before you hire an event planner, and how to hire the best event planner for your needs.

What does an event planner do?

Most of us think of event planners as people who plan a wedding or maybe even a milestone birthday bash. And many event planners are available on Upwork to bring these types of events to life. But did you know that businesses often hire event planners to plan everything from an annual expo at a large convention center to an invitation-only gathering for C-suite clients?

Event planners help organizations plan, organize, coordinate, and host events as an important way to attract, engage, and convert clients with the goal of driving business revenue. Organizations that hire event planners often look for professionals with creative vision, budget experience, and organizing skills. The best of the best also solve problems under pressure and execute a flawless event in the midst of chaos.

Writing an event planner job post

The best way to attract interest from a qualified event planner is to create an effective job post. Consider the details we cover below to write a compelling job post that clearly states your needs.

Job post title

Create an effective job post title by describing exactly what you’re looking for using clear, straightforward language. Identify keywords that your ideal candidate is likely to type into a job search bar, for example:

• Event planner. Event planner needed to plan parties and weddings for an event planning business.
• Meeting and event coordinator. Meeting and event planner needed to organize, coordinate, and host quarterly events for a mid-sized corporation.
• Conference planner. Conference planner needed to support our in-house team as we produce our twice-annual trade show.
• Special events manager. Special events manager needed to plan concerts and events for a small entertainment business.

Project description

Write an effective event planner project description by covering the following areas:

• Scope of work. List all the deliverables you’ll need from an event planner, including planning, coordinating, and management required to create successful events.
• Project length. Indicate whether the project is small or large in scope, quantifying as much detail as possible around milestones and timeline.
• Background. Mention the type of event planning experience you’d like the person to have and information about prior experience you’d like them to share with you.
• Budget. Set a budget and include your payment preference, whether hourly rate, percentage based, or a fixed-price contract.

Event planner job responsibilities

Add details about event planning job responsibilities. Common responsibilities include:

• Client management. Meet with clients to outline expectations, goals, vision, timeline, and budget. Provide clear and timely communication for smooth decision making. 
• Vendor management. Have strong relationships with vendors and an ability to negotiate contracts, including for venues, caterers, entertainers, and equipment rental companies.
• Project planning. Be adept at the systems and schedules needed to build comprehensive project plans and timelines, find staff, and coordinate needs.
• Day-of management. Be excellent at day-of comprehensive on-site event management.

Event planner skills and qualifications

Share specific qualifications you’d like the event planner to have. Qualities to ask for can include:

• Exceptionally well organized. Seeking an event planner who can organize complex details and flawlessly coordinate multiple vendors, clients, and staff on time and within budget.
• Problem-solving ninja. Event planner must have strong on-the-fly problem solving skills, from technology glitches to no-show vendors.
• Collaborative. Seeking an event planner with strong interpersonal skills who enjoys innovating ideas with clients, vendors, and staff, and who is also a relationship builder.

Helpful information to know before you hire an event planner

Make an informed choice when hiring an event planner by understanding the role, demand, and costs associated with selecting a candidate. Consider the following information before hiring.

The role of an event planner

Successful event planners not only create an event; the best event planners deliver an experience. When you hire an event planner, skills to ask about include:

• Creative direction. An event planner is capable of creating the concept or theme for an event, the design and scenery, the agenda, programming, and general atmosphere.
• Project management. Event planners are skilled project managers, navigating all aspects of the project, from ideation to budgeting to vendor coordination.
• Logistics. An event planner is skilled at logistics, including event flow and floor plans, coordinating equipment delivery, transportation needs, and all other details. 
• Troubleshooting. An event planner can solve problems quickly and troubleshoot issues as they arise.

Event planner hiring demand in 2024

Event planning is on the rise. The U.S. Bureau of Labor Statistics expects the demand for event planners to increase between now and 2032 at a growth rate of 8%. This rate is double the average rate of growth when compared to other jobs.

According to Research and Markets, the business and corporation segment represents the highest revenue in the event planning market, as hosting events is an effective way to meet objectives. Event planners specializing in producing sustainable events and hybrid events (pairing in-person with virtual event options) are expected to be in high demand in the coming years.

The most common projects for event planners

Event planners are hired to work on a variety of event types. Popular events event planners are hired for include:

• Conferences. Event planners are hired to handle programming, speakers, vendors, and logistics for large and small professional conferences. 
• Weddings. Event planners are always needed to plan weddings.
• Corporate events. Event planners are hired to plan and execute company parties, awards dinners, and related events.
• Festivals. Event planners plan festivals for food, music, community, and cultural themes.
• Galas and fundraisers. Event planners are hired to organize galas and fundraisers for nonprofits.

Industries hiring event planners

Many industries hire event planners to help achieve important goals like fundraising, connecting to industry colleagues, or building their client base. Top industries hiring event planners include:

• Hospitality. The hospitality industry hires event planners to organize conferences, trade shows, and guest entertainment.
• Convention centers. Convention centers hire event planners as in-house experts who attract and support organizations that hold conventions, conferences, exhibits and other consumer-driven, large-scale shows.
• Corporations. Event planners are hired by corporations to create events, meetings, executive summits, and holiday parties.
• Educational institutions. Universities, colleges, and education groups hire event planners for commencements, seminars, fundraisers, and campus events.

Average cost of hiring event planners in 2024

Rates and payment models for hiring event planners can vary. Event planners can be paid by the hour, with a fixed price that reflects the size of the event, or up to 5% of the total event budget. Event planners are often compensated with a bonus or tip depending on the success of the event. On Upwork, event planners are typically paid by the hour or by the event at a fixed price.

Be sure to ask the event planner for details about prior event planning experience. Find out if they have experience planning events similar to the event for which you are hiring them.

Don’t be thrown off by an event planner’s hourly rate, as costs will vary:

• An experienced event planner may require higher fees but also bring specialized expertise and deliver a higher-quality event.
• A less experienced event planner may still offer exceptional skill but offer competitive pricing as they build a client base.

A median hourly rate for event planners on Upwork in 2024 falls at about $60 per hour. Hourly rates can go as high as $125+ especially for large events or when the event planner charges by percentage. Typical rates charged by event planners on Upwork are:

• Entry-level. $30 per hour
• Intermediate. $65 per hour
• Expert. $125+ per hour

Hire an event planner today

Consider hiring an event planner to produce an event that will help you generate the interest you are looking for. Take a moment to understand what an event planner does, research cost, get clear on your own unique event needs, and write a job description that will attract the person most likely to help you achieve your goals.

No matter which qualities and kinds of experience you’re looking for, you’ll find the professional you need on Upwork. The process is personalized, easy, and fast. Sign up and post a job today to find an event planner who’s right for you.