5 Reasons to Hire a Professional Event Planner

Photo Credit: Sheraton Shanghai Waigaoqiao Hotel via Trip Advisor

We should say at the outset of this blog post we are biased as we make mobile event apps for professionals. If you are thinking about hiring a professional event planner, here are the top reasons we think you should! We should underscore that an event professional will save you time and money, even when you factor in their fee structure.

Significant Savings on Hotel and Facility Costs

Event Planners are working with facilities, hotels, and venues constantly. They are well connected and have a good sense of fair marketing pricing on rooms and entertainment. They can probably negotiate a better deal than you could and still save you money in total when factoring in their fees.

One should use blocks of rooms for events and book them through a professional event planner. The hotel may be willing to negotiate this fee, assuming it’s a purchase of a large block of rooms.

Event Professionals Have Stellar Negotiating Skills

A professional event planner has an in-depth understanding of what the cost should be for a venue at a specific time of the year, what’s a good and a great deal, and will know how competitive the overall market is for your event. Also, a savvy professional event planner is going to negotiate for and get complimentary services that will add tangible value to your event and may also know about hotel or venue upgrades and/or special promotions the venue is offering.

Event Professionals Can Negotiate Multiple Deals at Once

This gives them buying power that you would not have for a single event; they may also be able to bundle special promotions offered by your venue or hotel in unique ways that will save you money and improve the overall quality of your event. They can even use their own event app to help you promote your event at a low cost.

In-place Relationships with Vendors

An event professional has their fingers on the pulse of a local or national economy. If local, they have a read list of entertainers, speakers, specialty acts, and others to call to help make your event one of a kind. They know about some of the pitfalls when hiring other vendors and what’s reasonable: fees, services, and time and how to negotiate all.

Save Time and Reduce Stress

“The devil is in the details” – an event planner has a thorough understanding of requirement details. They can guide your event and tell you what’s fair and reasonable in terms of fees, delivery dates, reasonable expectations for performance, etc. Of equal importance, most professional event planners will save you time getting. They use an event planning app to put your event together. They will also have a contingency plan in place if you have any weather issues or problems with a venue or vendor.


What Are the Benefits of Hiring an Event Planner?

Event planners bring a wide range of benefits, including their expertise, creativity, and industry connections. They can save you time and stress, ensure a smooth and memorable event, and often help you stay within your budget.

What Are the Main Reasons a Client Will Hire an Event Planner?

Clients hire event planners for various reasons, such as lack of time or experience, the desire for a professionally executed event, and access to a network of suppliers. They also seek help in managing logistics, creating unique themes, and handling any unexpected issues that may arise during the event.

What Is the Purpose of an Event Planner?

The primary purpose of an event planner is to design, organize, and execute events that meet a client’s specific goals and requirements. This can range from weddings and corporate conferences to private parties and trade shows. Event planners take care of every detail to ensure the event runs smoothly and successfully.

What Are the Pros and Cons of Hiring an Event Planner?


  • Professional expertise and industry knowledge.
  • Time and stress savings.
  • Access to a network of vendors and suppliers.
  • Creativity in event design and theme development.
  • Budget management and cost-saving opportunities.
  • Effective problem-solving during the event.


  • Added cost for their services.
  • Potential differences in creative vision.
  • Loss of some control over the planning process.
  • The need to communicate your preferences clearly.

Why Hire an Event Planner?

Hiring an event planner can make your event exceptional by ensuring it’s well-organized, on-budget, and perfectly tailored to your vision. Event planners bring professionalism, creative solutions, and peace of mind, allowing you to enjoy your event without worrying about the details.

When Should You Hire an Event Planner?

The ideal time to hire an event planner depends on the complexity of your event. For larger, more elaborate events like weddings and conferences, it’s advisable to hire a planner at least 8-12 months in advance. Smaller events may require 4-6 months of lead time. However, if you have a last-minute event, experienced event planners can often step in and help, even with limited time. It’s best to consult with a planner to determine the optimal timeline for your specific event.