What Do Event Planners Charge – This article is based on an expert interview with Minoti Mehta, conducted by Staff Editors. Minoti Mehta is the founder of Vermilion Weddings & Events, an event and wedding planning business based in San Francisco, California. Minoti grew up planning events and weddings and has over five years of event planning experience. She has been invited to serve as a delegate to five exclusive event planners, including the Destination Wedding Planners Congress and Planners Xtraordinaire, and has established herself as one of the top wedding and event planners in the San Francisco Bay Area. Minoti’s work has been on NDTV India, Love Stories TV, Maharani Weddings and WedWise India. Vermilion Weddings & Events also received WeddingWire’s Couple’s Choice Award in 2018. Minoti holds a BA in Hospitality Management and Accounting from the University of San Francisco.
A wedding planner is a great resource to help you coordinate your special day, but sometimes factoring it into your budget and navigating different pricing structures can be a bit confusing. Fortunately, in this video, wedding planner Minoti Mehta explains how wedding planners charge for their services so you can choose a package that makes sense for your wedding and your budget.
What Do Event Planners Charge
Different organizers offer different options and different packages. The way I would do it and the way I usually see the industry is that there is a package day option, which is your most economical option, where a planner comes in and orchestrates your day based on a timeline that he or she creates. you together Then there is the whole planning package, which is roughly A to Z. They support you from your point of purchase, your source of supply and then the day of orchestration. This is the package I prefer the most because you really have a subject matter expert guiding you. You have someone who’s going to be able to understand your providers, understand your dynamics as a couple, as a family, and really anticipate some of the things that might be problematic in the day or things that might happen in the day, and maybe even come up with solutions before you come up with them. One day as a coordinator, as good as that is and as good as the orchestration is, they don’t even know your dynamics. They don’t even know the dynamics of your suppliers. So it’s really coming in and praying that it works, a planner who’s been working with you for nine to 12 months will know the direction of your guys’ relationship, your family and vendor dynamics, and how everyone plays together. Do’s: Watch this video to learn how to price your services and make sure you watch until the end where we explain the best method to choose. Updated July 2023.
How To Charge A Fee For Your Event Planning Service (updated 2023)
After you’ve watched the video, read the important text below to learn about the different options for how you can price your services. Pricing is the most common question new planners ask.
There are five ways to charge for your services. Note that the current fee varies depending on where you are. For example, large cities like New York, Los Angeles, and San Francisco typically accept higher rates than smaller cities. Here are the most common ways to charge:
Ask yourself what you are worth and decide on a fixed hourly rate. The amount of experience you have will play a role in your decision. A typical hourly rate can be $25/hour for a new planner, and over $100/hour for senior event planners with great portfolios.
Knowing that inflation and the cost of living have increased significantly this year, keep that in mind when setting your hourly rate. As you see the cost of goods and services rising around you, your pricing should reflect this as well to ensure you are adequately compensated for your hard work.
Event Planning Questions Answered By An Event Coordinator
Typically, you can charge about 30% more for a corporate event than a social event. Tailoring your pricing based on the market you serve (social vs. business) is good practice.
Charging a flat fee is the most common and preferred method of invoicing your client. With a fixed fee, there are no surprises for you or the client. Once the fee amount is discussed honestly and transparently, you and the client can focus solely on making the event as big as possible.
When you set your flat fee, it’s normal to charge a fee for your services, plus a percentage based on the total of the provider’s fees.
The standard vendor commission percentage is 10-15%, so for example, if a host charges $3000 for an event, your fee would be $300-450 to locate and coordinate that specific vendor.
Sample Contract For Event Planner And Wedding Planner– Event Planner Business Shop
After the Covid-19 pandemic, virtual events are becoming more common. If you specialize in virtual events, you should have a separate fixed fee structure. If you continue to specialize in traditional events, as most of our readers do, a flat fee structure will be sufficient.
To protect yourself financially, it is recommended that you receive a 50% deposit in advance and the remaining 50% within two weeks of the event.
To calculate what your fixed fee will be, you should make a best estimate of the number of hours you will spend planning; plus the expenses you will incur, such as gas, printing, consumables, equipment, etc.; plus build a 10-20% buffer in case the scope of the event goes beyond the initial details, and this can be a flat fee you charge.
Some organizers prefer to charge clients a percentage of the total event budget. The biggest difficulty with this charging method is presenting it to your customer in a way that they can accept. If you think you can run this without customers questioning your billing method, it’s an option you should consider. Typical percentage amounts are 15 – 20% of the budget for the event. If you find it necessary, you can adjust it lower.
Event Planning 101
At some point in your career you will be asked to do a coordination day. They usually happen at weddings, but sometimes also for special events. When a client wants to hire you for a day of service, it means they’ve selected their vendors and work directly with them as you walk in on the day of the event to make sure it runs smoothly.
You can charge by the hour or a fixed fee for the day of coordination. You should expect 8-10 hours of work on the day of the event (multiply by the hourly rate to get the flat rate), but don’t forget the preparations you need to make.
We mean that you should prepare for at least a month to fully familiarize yourself with all aspects of the event you are coordinating. Additional pre-event preparation can take you an additional 10-20 hours, so be sure to factor that into your fee calculation.
Because coordination events are cheaper for the client, they have grown in popularity in recent years due to the slower economy. So even if you don’t expect to propose this service, a client might ask you to.
Event Planning Contract Template (free Download)
A minority of organizers either heavily discount client fees or charge nothing for their service and make all their money by taking a commission from the salespeople they hire.
In the last five years, this payment model has become less popular and we do not encourage it. The four options above should be your best options for a billing structure, but we want to give you the full picture, so we’re including this billing structure further for your information.
This billing method has some supporters and some dislikes. Opponents of this method argue that you are doing your customer a disservice by choosing vendors who are not the best at what they do but will pay you the highest commission. Proponents of charging a commission say they still choose the best salespeople they know, but they just go the extra step of working out the commission structure.
We recommend not using this method unless you are 100% transparent about what you are doing with your client. It can be a tempting way to undermine the competition, but in general, more customers will question your choice of supplier than not. By being transparent with your client as in method 2 above, you can serve your client better.
Fee Charged By Event Planning Company Tasks For Effective Launch Event Ppt Icons
There you have it: the five most common ways to charge for your service. If you want to read more about starting your own business, you can do so here.
Don’t forget to keep a close eye on your total overhead at all times. They are general expenses
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