What to Prepare Before Contacting an Event Planner

A well-prepared first message saves time and gets you a more accurate proposal. Here is what to gather and what to ask your event planner.

When you contact an event planner, the quality of the proposal you get back depends largely on what you share. You do not need everything decided, since helping you decide is part of the job. But arriving with a few clear points makes the conversation more productive, cuts back-and-forth messages and gets you a quote closer to reality. Here is what to gather before the first contact, and what to ask.

The essential information

1. Type of event

Wedding, engagement, birthday, family celebration, conference, gala dinner, launch. For weddings, say whether there is a civil, religious or traditional ceremony, and whether everything happens on the same day and site.

2. Date or date window

A fixed date is ideal, but a window ("a Saturday in May") helps too. Mention any flexibility: off-peak dates can make venues and suppliers easier to book. Remember that November to March is rainy season in southern Mozambique, which affects venue choice.

3. Guest count

An estimate is fine, for example "150 to 180". This drives the venue, catering, bar and number of waiting staff, and affects the budget more than anything else.

4. Budget range

Many people hesitate to share a budget, but it is what lets a planner propose realistic options. A range is enough. Also say what the figure does or does not cover, such as the dress, honeymoon or rings.

5. Style and references

• Formal, relaxed, classic, modern, traditional
• Colours or a theme, if you have one
• A few reference images saved on your phone or in a shared folder
• What you do not want: just as useful

6. Venue status

• Already booked? Where, and for how many?
• A shortlist but no decision yet?
• Or do you need help finding one? Our guide to choosing an event venue in Maputo helps set criteria.

7. Suppliers already booked

List what is confirmed: photographer, caterer, DJ, décor. The planner needs to know who they will be working with.

8. Your priorities

Pick the three things that matter most, such as food, music and photography, or bar, décor and punctuality. Priorities help put the budget where it makes a difference to you.

9. The service you want

Full planning, partial support or on-the-day coordination only? Not sure? See event planning vs ceremony coordination vs protocol.

Questions to ask the planner

What you ask matters as much as what you share:

• What exactly does the proposed service include, and what is excluded?
• How many team members will be there on the day?
• Who will be my main contact from planning to the event?
• How are suppliers chosen? Can I bring my own?
• What are the payment terms and the cancellation or date-change policy?
• What is the plan for problems like rain, power cuts or late suppliers?
• Which extra services do you offer, such as bar management or waiting staff?
• How will we communicate: meetings, WhatsApp, email?
• When will I get the run of show to approve?

Always ask for the proposal in writing, with services and timelines described.

Checklist before first contact

• Event type defined
• Date or date window
• Approximate guest count
• Budget range
• Style and a few visual references
• Venue status
• Suppliers already booked
• Top three priorities
• Type of service wanted
• Questions for the planner

Ready to talk to us

At Sonare Eventos & Assessoria, the first conversation is about understanding your event and recommending the right service, whether planning and consulting, ceremony coordination, protocol, bar management or waiting staff. With this information ready, request your quote or message us on WhatsApp at +258 86 988 8277. You dream it, we make it happen.