We are now becoming more accustomed to hosting and attending events here and there. From weddings, and grand birthdays, to year-end parties, more and more people want to organise memorable parties and events that will leave a long-lasting impression on their guests. But the thing is, not everyone can plan an event, and that’s where you can come in.
If you are wondering how to start an event planning business, you’ve come to the right place. This article will give you a comprehensive guide on how to build your business from scratch and insights on how to get clients for event planning business so your efforts don’t go to waste.
- Step 1: Identify the market of your event planning business
- Step 2: Plan for seasonal trends in the event planning industry
- Step 3: Research market rates and analyse competitors in the event planning industry
- Step 4: Explore funding options for your event planning business
- Step 5: Develop a strategic event planning business plan
- Step 6: Register your event planning business
- Step 7: Hire your event planners
- Step 8: Invest in the right event planning tools and resources
- Step 9: Find clients for your event planning business
- Step 10: Get paid for your event planning services!
- Launch your event planning business and start creating memories today!
Step 1: Identify the market of your event planning business
The first thing you need to do is figure out your target market. Do you want to be an overall event and party planner? Or would you rather focus on planning wedding events? The clearer it is for you, the better you can tailor your services and market yourself accordingly.
Explore different types of event planning services
There are different types of event planning jobs and services you can offer, and each one requires a different set of skills and expertise. Here are some of the most common ones:
Corporate event planning
Corporate event planning involves organising events for companies, such as conferences, seminars, product launches, team-building activities, and corporate parties. These events are typically aimed at promoting the company’s brand, products or services, fostering team spirit, or providing networking opportunities.
Wedding planning
Wedding planning is a specialised service that involves organising and coordinating all aspects of a wedding ceremony and reception. It’s a complex and multifaceted task that requires meticulous attention to detail, excellent organisational skills, and the ability to manage multiple vendors and timelines simultaneously.
One of the most crucial aspects of successful wedding planning business includes hiring event staff who know how to handle the high-pressure environment of a wedding day. From the wedding coordinator to the catering staff, every team member must be professional, attentive, and able to anticipate and address any issues that may arise.
Social event planning
Social event planning is a bit more versatile and can include organising birthday parties, anniversary celebrations, retirement parties, and other personal or community events. Social event planners need to have a keen eye for detail and creativity. Unlike weddings and corporate events, social events are often more casual and relaxed, allowing for more flexibility in terms of planning and execution.
Fundraising and charity event planning
Organising a fundraising or charity event involves planning and creating an experience that inspires generosity while meeting the practical goals of raising funds. It often includes planning galas, auctions, marathons, or community fairs that align with the mission of the organisation. Strong storytelling skills and the ability to engage sponsors, donors, and participants are essential for the success of this event planning service.
Festival and concert event planning
Planning festivals and concerts is all about creating an unforgettable experience for a large audience. This type of event planning often requires coordinating with entertainers and performers, managing ticket sales, and ensuring smooth logistics like stage setup, sound systems, and crowd control.
Sports and recreational event planning
Sports and recreational event planning focuses on organising activities like tournaments, marathons, or family fun days. It involves collaborating with teams, venues, and sponsors to ensure the event runs smoothly and meets its objectives. This type of event planning service needs excellent time management and a clear understanding of safety regulations and participant expectations.
Virtual and hybrid event planning
Virtual and hybrid events blend technology with traditional event planning to engage audiences in person and online. These might include webinars, virtual conferences, or hybrid networking events that require advanced tech tools for live streaming and interaction. A deep understanding of digital platforms and a focus on participant engagement are key skills for planning this modern type of event.
Luxury event planning
Luxury event planning caters to high-end clients seeking bespoke experiences, such as upscale weddings, private galas, or exclusive parties. It requires a deep understanding of premium vendors, personalised touches, and attention to every detail to deliver elegance and sophistication. Building strong client relationships and having an impeccable sense of style are must-haves for this service.
Destination event planning
Destination event planning involves organising events in unique or far locations, often requiring coordination across time zones and languages. From finding local vendors to managing travel logistics for attendees, this service will cover a wide range of responsibilities to ensure a seamless experience. It’s perfect for event planners who love travel and excel at adapting to new environments and cultures.
Choose your event planning business niche
Now that you have a more comprehensive understanding of the different types of event planning services, it’s time to choose a niche that aligns with your interests, skills, and target market. Specialising in a specific area can help you stand out from competitors and become an expert in your field.
Corporate event planning niche
If you choose to join the corporate event planning market, you’ll likely work with companies and organisations to plan conferences, meetings, team-building activities, and other business-oriented events. This niche is ideal if you enjoy working in a structured environment, have strong organisational skills, and are comfortable managing budgets and logistics.
- Pros: Stable income from working with established companies, opportunities to plan large-scale, high-budget events, potential for long-term contracts and repeat business
- Cons: Strict budgets and approval processes, less creative freedom due to corporate guidelines, demands for flawless execution with little room for error
Wedding and romantic event planning niche
Wedding and romantic event planning is perfect if you thrive on creating memorable, emotionally charged experiences. This niche allows you to work closely with couples to bring their dream celebrations to life, from intimate elopements to lavish weddings.
- Pros: Creative freedom to design highly personalised events, opportunities to build long-lasting relationships with clients, emotionally rewarding work
- Cons: High-stress environments with demanding clients and tight timelines, potential for long hours and weekend work during peak seasons, navigating family dynamics and differing visions from multiple stakeholders
Social and lifestyle event planning niche
If you’re more into fun and celebratory events, the social and lifestyle event planning niche might be the perfect fit. From milestone birthdays and anniversaries to product launches and charity galas, you’ll have the opportunity to create unforgettable experiences for a wide range of clients.
- Pros: Creative freedom to design unique and innovative events, opportunities to work with diverse clients and event themes, potential for high-profile events with celebrities or influencers
- Cons: Unpredictable workload with seasonal fluctuations, clients may have unrealistic expectations or limited budgets, increased competition in major urban areas
Charity and non-profit event planning niche
Charitable and non-profit events can be life-changing. What more if you’re the one organising them? This niche allows you to make a positive impact on the community while showcasing your event planning skills.
- Pros: Emotionally rewarding work that supports meaningful causes, opportunities to collaborate with passionate volunteers and donors, potential for high-profile events with celebrity involvement
- Cons: Strict budget constraints and reliance on donations or sponsorships, challenges in securing venues and vendors at discounted rates, increased pressure to deliver successful events that meet fundraising goals
Virtual and hybrid event planning niche
If you enjoy technology and blending physical and digital experiences, then the virtual and hybrid event planning niche might be right up your alley. With the rise of remote work and online events, this niche offers exciting opportunities to create immersive and engaging experiences for a global audience.
- Pros: Increased accessibility for attendees from around the world, reduced overhead costs for venues and travel, opportunities to leverage innovative virtual event technologies
- Cons: Challenges in creating a seamless and engaging virtual experience, technical difficulties and potential connectivity issues, limited opportunities for in-person networking and interactions
At the end of the day, choosing the right niche for your event planning business is crucial for long-term success and fulfilment. Consider your passions, strengths, and the needs of your local market. Remember, you can always expand or pivot your services as your business grows and evolves.
Decide on the service area for your event planning business
Determining where to establish or expand your event planning business is crucial for its success. By identifying regions with the highest demand for event planning services, you can position yourself in areas where your business is more likely to thrive.
The table below highlights the demand for event planning services across various cities in Australia, based on Oneflare’s job posting data from 2024. We’ll break down the demand in each city and explore the factors driving the need for professional event planners in these areas.
| City | Percentage Share of Total Event Planning Job Demand |
| Event planning services in Sydney | 29.4% |
| Event planning services in Melbourne | 20.9% |
| Event planning services in Perth | 13.1% |
| Event planning services in Brisbane | 11.1% |
| Event planning services in Adelaide | 6.2% |
Australian cities with the highest event planning job demand
Sydney leads with 29.4% of the total event planning job demand in 2024. This is driven by the city’s status as a hub for corporate events, weddings, and large-scale entertainment productions. Its diverse population and vibrant lifestyle ensure a steady stream of demand for event planning services.
Melbourne follows with 20.9% of the demand, reflecting its active cultural calendar, including festivals, exhibitions, and corporate gatherings. Melbourne’s thriving arts scene and strong business sector contribute to its consistent need for professional event planners.
Perth captures 13.1% of the demand, ranking third. Despite its smaller population, Perth benefits from a growing focus on tourism and local business events, which keeps its event planning market robust.
Australian cities with lower event planning job demand
Brisbane holds 11.1% of the demand. It’s slightly behind Perth, but still significant due to its role as a key destination for conventions and private events. However, Adelaide, at 6.2%, represents a smaller portion of the market. This lower demand is linked to its smaller population and fewer large-scale events.
Businesses in lower-demand cities such as Gold Coast and Newcastle can capitalise on the market by offering specialised services, like eco-friendly event planning or unique venue partnerships. By targeting niche markets and building strong community relationships, you can still maintain growth and visibility even in smaller regions.
Step 2: Plan for seasonal trends in the event planning industry
Understanding seasonal trends in the event planning business can help you manage demand fluctuations and optimise your operations.
Some months bring a significant influx of clients, while others slow down, making it essential to plan ahead. Strategically adapting to these cycles ensures consistent revenue and business stability throughout the year.
Identify popular seasons for event planning services
Event planning services show peak demand in March, January, and July, influenced by seasonal celebrations, holidays, and business events. March is the busiest month, reflecting the end of the summer event season, including corporate functions, community events, and outdoor festivals. The pleasant weather in March encourages gatherings, making it a prime month for event planning.
January sees significant demand due to New Year celebrations and summer weddings. The holiday season fosters a high volume of social and professional gatherings, increasing the need for event planners to manage logistics and creative planning.
July’s demand aligns with mid-year events, including winter weddings, corporate mid-year reviews, and personal celebrations. Despite cooler weather, indoor events and conferences contribute to maintaining strong demand during this time.
Plan strategies to adapt to seasonal fluctuations
Any good business owner knows that it’s not always smooth sailing, and the event planning industry is no exception. To navigate the ebbs and flows of seasonal demand, consider implementing the strategies below.
Diversify your event planning services
Diversifying your services means offering a range of event planning options to cater to different needs and preferences. For example, if you’re offering corporate events planning, you can give varied options to your clients such as conferences, seminars, and team-building activities.
Similarly, if the role of wedding planner interests you, consider offering additional services like honeymoon planning, engagement parties, or even bridal showers. When you diversify your offerings, you cater to a wider range of clients and ensure a steady flow of business throughout the year.
Run promotional campaigns during off-season periods
Running promotional campaigns during off-season periods is an excellent way to keep your event planning business afloat and attract new clients.
One effective strategy is to offer discounted packages or bundle deals for events during the slower months. For instance, you could promote a “Fall Frenzy” package that includes a discounted rate for corporate team-building events or holiday parties booked between September and November.
Another approach is to leverage social media and email marketing campaigns to highlight the benefits of planning events during the off-season. You could share testimonials from past clients who enjoyed a more intimate and personalized experience due to the reduced demand. Additionally, you could showcase unique venue options or vendors that may be more readily available during the off-peak periods.
Build partnerships with complementary businesses
Take your promotional campaigns to the next level by partnering with local businesses or organisations. For example, you could collaborate with a winery or brewery to offer a “Wine & Dine” package that combines event planning services with a private tasting experience. This adds value for your clients and exposes your business to a new audience.
For corporate clients, consider partnering with local hotels or resorts to offer exclusive packages that combine event planning services with discounted room rates or amenities. This could be an attractive option for companies hosting conferences or team-building retreats during the off-season.
Post on lead generation sites to secure recurring clients needing regular event planning
Lead generation sites like Oneflare can be a valuable resource for securing recurring clients who require regular event planning services. The platform acts as a hub and can connect you with individuals or businesses actively seeking event management assistance.
One of the primary benefits of using Oneflare is the potential to establish long-term client relationships. When you showcase your expertise and portfolio on their platform, you increase your visibility to clients who require ongoing event planning support. This could include corporations hosting regular conferences, non-profit organisations with annual fundraising galas, or individuals planning recurring family celebrations.
Establishing a presence on Oneflare can also contribute to building a reputable brand and a loyal client base. Consistently delivering high-quality services and maintaining positive client relationships can lead to word-of-mouth referrals and a strong online presence, further solidifying your position as a trusted and sought-after event planning professional.
Register your event planning business on Oneflare today and connect with clients searching for trusted event planners like you!
Step 3: Research market rates and analyse competitors in the event planning industry
Before you can establish your pricing structure and position your business, it’s crucial to first understand the market landscape and the competition. Take the time to research what other event planners in your area are charging for their services. Gather information on their pricing models, package offerings, and any additional fees or charges they may have.
Conduct a thorough analysis of your competitors’ strengths, weaknesses, and unique selling points. Identify areas where you can differentiate your services or offer added value to potential clients. This could involve specialising in a particular niche, such as eco-friendly or culturally diverse events, or incorporating innovative technologies or creative concepts into your event planning approach.
Understand the cost of common event planning services
As a beginner, you can’t just think of how much event planning costs in general. You need to know how much each event planning service would cost so you can build comprehensive and competitive pricing packages.
Here’s a breakdown of the typical costs for various event planning services in Australia:
| Types of Event Planning Services | Price Range |
| Wedding planning | $1,400 to $4,500 per event |
| Corporate event planning | $1,000 to $5,000 per event |
| Social event planning (e.g., birthdays) | $500 to $3,000 per event |
| Fundraising and charity event planning | $2,000 to $7,000 per event |
| Themed party planning | $500 to $2,500 per event |
| Festival and concert planning | $5,000 to $20,000+ per event |
The costs vary significantly depending on the type and scale of the event. It’s essential to understand the specific services required for each event and factor in expenses such as venue hire, catering, entertainment, décor, and staffing. Additionally, consider the level of experience and expertise required, as more complex or high-profile events may command higher fees.
Decide how to charge for event planning services
Next, you need to decide how much to charge for event planning services you intend to offer. This might seem easy, but truth be told, there are several pricing models to consider.
Flat fee for smaller events
For smaller events like intimate gatherings, birthday parties, or small corporate functions, a flat fee pricing model can be an effective approach. With a flat fee, you charge a fixed rate for the entire event planning service, regardless of the number of hours worked or specific tasks involved.
Percentage of the event budget for large-scale and corporate events
For large-scale and corporate events, a common pricing model is to charge a percentage of the total event budget. This approach aligns your fees with the scale and complexity of the event, ensuring fair compensation for the level of planning and coordination required.
Typically, event planners charge between 10-20% of the total event budget as their fee. This percentage can vary based on factors such as the event’s scope, duration, and specific requirements. For example, a more intricate event with extensive logistical challenges or high-profile guests may command a higher percentage, while a more simple corporate event could fall on the lower end of the range.
Hourly rate for day-of event planning and coordination
For smaller, one-day events or when clients only require assistance on the day of the event, an hourly rate pricing model can be suitable. This approach involves charging an hourly fee for the time spent on-site, managing and coordinating the event logistics.
The hourly rate for day-of event planning and coordination may vary, depending on factors such as the event planner’s experience, the event’s complexity, and the location. More experienced event planners or those handling high-profile events may command higher hourly rates.
Package pricing for specific event types
Package pricing is often preferred by most clients as it provides a clear, upfront cost for a predefined set of services. As an event planner, you can create packages tailored to specific event types, such as weddings, corporate events, or festivals. These packages can include a range of services, from venue selection and vendor coordination to decorations and on-site management.
When you offer this option, simplify the pricing structure for clients while also ensuring that you’re fairly compensated for the work involved. Packages can be designed to cater to different budgets and event scales, allowing clients to choose the option that best suits their needs and budget.
Evaluate your unique selling points (USPs)
Your unique selling points (UPS) are the things that make your business stand out from the rest. When deciding on your USPs, you need to identify your strengths and ensure that your clients understand how beneficial these are for their events.
Specialised and customised event planning
One of your USPs could be offering specialised and customised event planning services. While many event planners provide a standard set of services, you can differentiate yourself by tailoring your approach to each client’s specific needs and preferences. This could involve developing a deep understanding of the client’s vision, budget, and desired experience, and then crafting a customised event plan that brings their unique ideas to life.
Comprehensive end-to-end event planning service
Another unique selling point you could offer is a comprehensive end-to-end event planning service. Many clients find it overwhelming to coordinate all the various aspects of an event, from venue selection and vendor management to logistics and on-site execution. When you provide a full-service solution that handles every detail from start to finish, you alleviate the stress and burden on your clients, allowing them to focus on enjoying their event.
Sustainability-focused event planning
As the world becomes increasingly conscious of environmental issues, offering sustainability-focused event planning services can be a compelling USP. This approach involves incorporating eco-friendly practices throughout the event planning process. Examples of sustainable event planning initiatives could include using recycled materials for decorations, partnering with vendors who prioritise eco-friendly practices, and implementing recycling and composting programs at the event venue.
Strong vendor network and exclusive deals
Building a strong vendor network can be a powerful USP for your event planning business. When you establish solid relationships with trusted vendors, you gain access to exclusive deals and priority services that can set your offerings apart. For example, provide an event planning invoice example that showcases discounted rates on premium venues or catering services—clients will appreciate the added value you bring to the table.
Also, having a reliable vendor network ensures seamless coordination and high-quality outcomes for your events. Whether it’s securing last-minute rentals or negotiating competitive pricing, these connections can save both time and money for your clients.
Step 4: Explore funding options for your event planning business
Securing funding for your event planning business is an essential first step, and it’s crucial to seek professional advice before making any financial commitments. Consulting with financial planners and local accountants can help you understand the implications of each option and choose the best fit for your business goals.
Self-funding
Self-funding involves using personal savings or funds from family and friends. This approach allows full control over finances without needing to meet lender requirements, although it also involves using personal financial resources.
Small business loans
Australian banks and financial institutions offer small business loans designed for startups. These loans generally require a business plan, financial projections, and a good credit history. Small business loans can provide the capital needed for startup expenses, with set repayment terms and interest.
Secured and unsecured business loans
Both secured and unsecured business loans are small business loans that can be viable funding options for purchasing initial event planning supplies, equipment, and transportation assets.
Secured loans offer manageable, low-interest rates, provided collateral is available. This collateral could include personal assets such as residential properties or assets associated with your event planning business, like vehicles and equipment.
Meanwhile, an unsecured loan offers businesses fast access to funds without collateral. However, they generally have higher interest rates with shorter loan terms than secured loans, so the monthly payments can be higher.
Government and industry programs
Certain Australian states provide grants and financial support for small businesses, especially those with innovative or eco-friendly services. These programs are structured to assist with initial costs and often have specific application requirements and conditions.
The New Enterprise Incentive Scheme (NEIS) is one of the government programs in Australia that supports job seekers who want to start small businesses. This offers new entrepreneurs mentorship, accredited training, and income support to help them sustain themselves while establishing their businesses without requiring immediate profit. However, NEIS does not directly fund business costs, so startup capital would still need to be sourced separately.
Equity Investment
Startup event planning businesses can secure significant funds without taking on debt that needs immediate repayment through equity investment. It’s a funding option where investors provide money to a business in exchange for ownership shares to get a stake in the company.
There are two types of equity investors: angel investors and venture capitalists (VCs). Angel investors are typically high-net-worth individuals who invest their personal funds into early-stage companies in exchange for equity. Meanwhile, venture capitalists are firms or groups that pool funds from multiple investors to support high-potential businesses.
Step 5: Develop a strategic event planning business plan
Starting an event planning business requires a well-thought-out business plan. This plan will be your roadmap, guiding you through each stage of starting and running your business.
It should include key elements, such as:
- Executive summary
- Company profile
- Business description
- Market analysis
- Services offered and pricing strategy
- Marketing strategies
- Budget and cash flow forecast
- Operations plan
- Risk mitigation strategy
- Long-term growth plan
Now, let’s dive into the step-by-step process to create a business plan tailored to your event planning business.
Draft an executive summary
First, begin with the executive summary, which is a brief overview of your event planning business and your goals. This section gives readers a quick sense of what your business is all about. Summarise what services you’ll offer, your target market, and what sets you apart from competitors. It’s often best to write this last so it truly reflects the rest of your plan.
Write your event planning business description
Your event planning business plan also needs a clear company description. In this section, outline the foundational details of your event planning business, including its legal business structure (e.g., sole trader, company, partnership, etc.), ownership details, business name, and location.
Moreover, your company description should describe your business’s vision, mission, and core values. This section will provide essential context as you move into the more operational and financial specifics of your business plan.
Describe your event planning niche and types of services
The next step is defining the focus of your event planning business, whether it’s wedding planning, corporate event planning, social event planning, or a specific niche such as themed parties, charity events, or large-scale festivals.
Explain why you chose this niche and include a brief description of your target market. This could be couples planning their dream wedding, businesses seeking seamless corporate event coordination, families celebrating milestones like birthdays or anniversaries, or community groups hosting charity fundraisers or local festivals.
Analyse your market and define your customer base
Once you have completed writing your company profile and event planning business niche, it’s time to define your customer base. First, you’ll need to conduct a market analysis to understand your target customers, local competitors, and industry trends.
From there, outline who your ideal clients are, what they need, and how you plan to serve them better than competitors. This analysis will help you identify market gaps and inform your service offerings.
Outline your event planning services and pricing strategy
Your business plan should also specify the types of event planning services you’ll offer and your pricing approach. Consider the costs of supplies, labour, and other expenses to price competitively yet profitably. Plus, think about whether you’ll offer package deals, discounts for repeat clients, or seasonal promotions.
Detail your marketing and sales plan
For your marketing and sales plan, you need to map out how you’ll attract and retain clients. Detail your marketing channels—such as social media, SEO, or partnerships—and any customer loyalty or referral programs. Think practically about your initial steps to grow your client base and raise brand awareness in your target market.
Create a budget and forecast cash flow
The budget and forecast cash flow is a crucial part of your business plan. For this section, it’s wise to break down your startup costs, monthly operating expenses, and anticipated revenue.
Include one-time expenses such as equipment and marketing materials, as well as recurring costs like supplies, transportation, and insurance.
Then, project your cash flow to understand when you’ll reach profitability and how to manage finances through any seasonal ups and downs.
Establish an operations plan
The operations plan details how you’ll manage day-to-day operations, including hiring, training, and scheduling. Here, describe systems you’ll implement to maintain high-quality service, handle customer feedback, and manage bookings or billing. This section is key to ensuring smooth, efficient operations as your business grows.
Develop a risk mitigation strategy
After the operations plan, develop a risk management plan to address potential challenges and safeguards for your business. Identify key risks when starting an event planning business, such as last-minute cancellations, vendor issues, unexpected weather conditions, client dissatisfaction, or liability concerns at event venues. Outline safety protocols and detail the types of business insurance coverage needed, like public liability insurance and professional indemnity insurance.
Conclude with a long-term growth plan
Lastly, conclude with a long-term growth plan to demonstrate your vision for the future and commitment to sustainable growth. In this section, you need to define both short-term and long-term objectives of your business, such as adding new event planning services, increasing your client base, or expanding to new locations. Outline strategies to retain existing clients, such as loyalty programs, and how you plan to scale your marketing efforts.
Step 6: Register your event planning business
To start an event planning business, you may need to obtain a specific event planning license, registrations, and permits. As a business owner, it’s your responsibility to make sure you’re compliant with all applicable laws and meet your tax obligations.
For information about registering your business or applying for an ABN, we recommend you check out this helpful information from the Australian government.
Step 7: Hire your event planners
Building a reliable team for your event planning business is essential for your company’s success and growth. Below, we’ll discuss how you can hire the right staff for your event planning business and ensure that they meet your business’s needs.
Write job description
First and foremost, you need to create a job description that highlights your business and what you offer. Be transparent about job duties, hours, pay, employment type and any training opportunities. Describe specific tasks (such as wedding planning, corporate event coordination, social event organisation, or themed party design). and any qualifications or technical skills required. This helps candidates understand expectations from the start and ensures a good match for the role.
Most candidates also appreciate knowing the pay range, benefits, or potential for growth within the company. If you offer flexible hours, a supportive team environment, or training for new employees, mention these aspects. This can make your ad stand out and attract applicants who genuinely want to be part of a stable, rewarding role in a growing company.
Use local Australian platforms to advertise your job
After crafting the job ad, post it on multiple platforms to maximise its visibility. To reach the best candidates and hire event planners effectively, you may consider advertising on platforms that are popular and effective in Australia, such as:
- SEEK – Australia’s largest job board, ideal for professional job seekers across industries.
- Indeed Australia – a wide-reaching job platform, popular among full-time and part-time job seekers.
- Jora – a job aggregator that pulls listings from various sources, increasing visibility.
- Workforce Australia – a free job advertising service from the government, suitable for small business owners.
You might also consider posting on social media platforms such as Facebook, LinkedIn, or Instagram if you have a business page. For a local touch, posting on community boards or participating in job fairs can attract applicants in your area.
Don’t overlook employee referrals, either—current employees often know reliable candidates, and offering a referral bonus can incentivise them to help bring in great new hires.
Screen and interview thoughtfully
As applications start coming in, review them carefully to find candidates with the right qualifications and experience. Conduct initial interviews with the most promising applicants to gauge their interest in the role, event planning skills, and alignment with your business.
This is the perfect chance to ask questions that reveal their previous experience, problem-solving abilities, and reliability. For instance, you could ask how they handled challenging events in the past, adapted to last-minute changes or unexpected issues, managed uncooperative vendors or unforeseen circumstances, or met tight deadlines while ensuring a seamless and successful event for their clients.
It’s also helpful to perform criminal history checks and reference checks to ensure the trustworthiness of your candidates. This is particularly important if your event planners will work in sensitive environments like offices or schools. A quick call to past employers can provide insight into their reliability, history, and work quality.
Make an offer and onboard your new hire
When you’ve selected your top candidate, make a clear and detailed job offer that outlines pay, benefits, work hours, and expectations.
Once they’ve accepted your offer, the next step is running a smooth onboarding process to set up your new hires for success. Begin with training sessions to familiarise them with your event planning business’s standards, client interaction protocols, and specific workflows or tools they’ll need to follow for seamless event coordination.
If possible, have them shadow an experienced team member for their first few shifts so they can learn on the job. After their first week, check in with them and provide feedback to support their improvement and integration into the team.
Offer ongoing support and fair treatment
A supportive work environment promotes employee retention. Openly address concerns about shifts, workload, and safety. This initiative will help create a positive work culture that encourages loyalty and productivity among your team members.
Step 8: Invest in the right event planning tools and resources
Just like any other business, having the right tools and resources can make a significant difference in the efficiency and success of your event planning operations. Investing in the right technology and materials can streamline your processes, enhance your professionalism, and ultimately provide a better experience for your clients.
Bear in mind, though, that each event planning niche requires specialised tools and resources. Here’s a breakdown of some key items and their estimated costs:
| Event Planning Tools and Resources | Price Range | Where to Buy |
| Planning software | Free – $50 per month | Asana, Trello, Monday.com |
| Event management software | Free – $100 per month | Eventbrite, Whova |
| Decorations and supplies | $100 – $1,000 per event | Spotlight, Kmart, Party Supplies Online |
| Tableware and furniture rentals | $200 – $2,000 per event | Harry the Hirer, Event Artillery |
| Stationery and print materials | $50 – $500 | Officeworks, Vistaprint, Canva |
| Professional camera for event photos | $500 – $3,000 | CameraPro, DigiDirect, JB Hi-Fi |
| Portable sound system | $300 – $2,000 | DJ City, Store DJ, Amazon Australia |
| Walkie-talkies (for team communication) | $50 – $200 | Officeworks, Jaycar, Amazon Australia |
| Backdrop and lighting equipment | $150 – $1,500 | Hypop, Spotlight, DigiDirect |
| Promotional materials (e.g., signage) | $100 – $500 | Vistaprint, Officeworks, Kmart |
Note: Prices are approximate and may vary depending on retailers, brands, and product quality.
Step 9: Find clients for your event planning business
Once everything is set up and your event planning business is ready to go, the next step is to find clients. This, by far is going to be one of the most challenging parts of your journey. But it’s not impossible. The secret lies in the strategies you use to ensure that you reach your target audience and that you effectively communicate the value you offer.
Expand your online presence
A strong online presence is essential for attracting clients to your event planning business. With Google dominating 91.47% of the global search engine market in 2024, reaching its massive user base of around 4.97 billion is a must. It means you have to build a website and optimise your online listings for search engines.
Build your event planning business website
A website is essential for establishing your event planning business’s credibility and providing clients with easy access to your services. It allows potential clients to learn about your offerings, view testimonials, and request quotes directly. Working with a web designer can ensure a user-friendly, optimised site that effectively showcases your services and improves search visibility.
To guide you, we’ve compiled examples of successful event planning business websites that display the effectiveness of building a good website to boost brand credibility and improve customer experience.
Global Events Concepts
The Global Events Concept website features a clean, light blue design that’s easy on the eyes and highly functional. The homepage is well-organised, showcasing a clear range of services without unnecessary clutter. Everything is streamlined, making it simple to find what you need.
They increase credibility by prominently displaying partnerships and reinforcing trust and professionalism. The site effectively balances simplicity with thoroughness, delivering all the key information in an accessible format.
Flavours Catering and Events
The Flavours Catering and Events website is designed with a pastel colour palette that’s easy on the eyes, creating a warm and welcoming experience. The layout highlights their varied menu options, complemented by appealing images that make the dishes look irresistible.
It’s also easy to navigate, with an accessible contact form that ensures getting in touch is quick. The well-thought-out design balances aesthetics with functionality, making it a perfect platform to explore their offerings.
My Perfect Party
The My Perfect Party website bursts with fun and vibrant colours, instantly setting the tone for celebration. The design itself feels like a party, creating an upbeat and lively experience for visitors. Text is also kept to a minimum, with a focus on eye-catching designs and intuitive navigation. Quick links are conveniently placed on the homepage, making it easy to explore services and options.
Post on lead generation platforms
Posting on lead-generation platforms is one of the most effective ways for event planning businesses to find clients. These platforms connect you directly with clients actively searching for event planning services, providing an immediate source of leads.
Oneflare, in particular, allows you to showcase your event planning expertise without upfront fees, making it easier to attract clients with minimal risk. This platform’s job posting system helps bring in quality leads and enables you to specify job types, budgets, and locations, so you can target projects that fit your capabilities and business goals.
Get started on Oneflare by registering your event planning business today—connect with clients, post targeted jobs, and grow your business with ease!
SEO and paid search for visibility
SEO and paid search improve your website’s visibility in search engine results, attracting organic traffic. While effective, SEO requires regular updates and can be costly in competitive areas. Consulting an SEO specialist helps implement ranking strategies to boost your business’s online presence.
Social media advertising
Social media advertising helps you reach a wide audience and showcase your event planning work and portfolio visually. Targeted ads on Facebook, Instagram, and even TikTok can attract local clients, but maintaining a presence requires ongoing posting and budget management. A social media manager can optimise your campaigns for consistent engagement.
The following sections provide samples to inspire you and give you an idea of how social media advertising works. They showcase effective strategies for boosting an event planning business’s visibility on Facebook, Instagram, and TikTok.
EventZen – Facebook advertising
Facebook ads and posts by EventZen are vital in boosting visibility for an event planning business. They repost customer reviews, letting happy clients do the talking which builds trust and credibility with their audience.
Their use of fun hashtags adds a playful and engaging touch, making their posts easily discoverable and shareable. Bold text over eye-catching images ensures announcements and updates grab attention instantly, even when scrolling quickly.
Events Mate – Instagram advertising
EventsMate’s Instagram page is a vibrant and engaging showcase of their event planning expertise. The colourful aesthetic creates a fun yet relaxing vibe, drawing viewers in and making their feed a pleasure to scroll through.
They highlight quality reviews from clients by designing images with text. They also build credibility and trust while showing the impact of their services. Their posts feature stunning images from a variety of events, giving followers a glimpse into the diverse experiences they create
Pop Events – TikTok advertising
Pop Events’ TikTok presence is all about capturing attention and delivering entertainment. Their fun choice of music perfectly complements the energetic vibe of their videos, making them highly engaging for viewers.
They feature a variety of content like weddings and kiddie birthday parties, from behind-the-scenes clips of event setups to dynamic showcases of the final results. Highlighting the process of decorating event spaces also adds a personal touch, giving followers an insider’s look at their creativity and effort.
Build your event planning’s reputation through reviews and referrals
A strong reputation is key to long-term success. Encourage satisfied clients to leave reviews on your website or lead platforms like Oneflare to boost credibility and attract new clients. Consistent reviews on a platform ensure reliable feedback, helping potential clients trust your quality.
Take bookings and manage quotes efficiently
Responding quickly to quote requests can also help you win jobs, as clients often select the first reliable response. In fact, Oneflare data reveals that 60% of winning quotes are submitted within 60 minutes of the job posting, highlighting that faster quotes significantly boost job success rates.
Here are some tools that can help with automated booking and quoting:
- Calendly – Enables easy scheduling by allowing clients to book available time slots directly, reducing back-and-forth communication.
- Square Appointments – Provides booking, invoicing, and payment processing in one platform, helping streamline the client experience.
- Setmore – Offers online booking with customisable reminders, plus client management and integration with social media for easy appointment setting.
- HoneyBook – Combines booking, quoting, and invoicing, letting you automate responses and manage projects all in one place.
- Zoho Bookings – Integrates with Zoho CRM to manage client relationships, offers automated reminders, and allows for easy rescheduling.
These tools help you automate responses, manage quote requests, and follow up with clients, ensuring that no lead falls through the cracks.
Step 10: Get paid for your event planning services!
Now that you have everything set up, from choosing your business niche and setting up your service area, to finally finding your clients, it’s time to finally get paid for your event planning services. Here’s how:
Choose a reliable accounting software
Managing payments is a lot easier with a dedicated accounting system. This will save you time, reduce errors, and give you a clear picture of your finances.
Some popular accounting software options commonly used in Australia are:
- Xero – easy-to-use software with invoicing, bank feeds, and reporting.
- MYOB – offers payroll, tax tracking, and inventory management.
- QuickBooks Online – handles invoicing, expense tracking, and payments.
- Reckon One – customisable and budget-friendly, with modules for payroll and invoicing.
- Sage Business Cloud Accounting – simple solution for expense tracking and payroll.
Create an event planning business invoice
Creating a professional invoice template is essential to get paid quickly. The invoice should clearly list your services, rates, and payment terms.
Many accounting platforms offer customisable blank event planning invoice templates, but you can start with free templates and modify them as needed. Consider these free event planning invoice templates as a guide:
Canva’s event planning invoice templates
It’s easily customisable with fields for services, rates, and payment terms. You can also add your logo and other brand elements to maintain consistency across all client communications.
Conta’s event planning invoice templates
It provides a customisable, downloadable template specifically tailored for various businesses, such as event planning businesses. The good thing about these templates is that they’re compatible with Google Docs, Microsoft Word, and Excel, allowing you to easily tailor them as needed.
Microsoft Office’s event planning invoice templates
It offers free invoice templates that are straightforward and professional and can be saved as a PDF. Even better, they have Excel-based templates that can automate calculations, streamlining the billing process and reducing errors.
Zoho’s event planning invoice templates
The template offers a clean and organized layout, ensuring clarity and professionalism in client communications. It includes essential sections such as service details, additional charges, taxes, and terms and conditions, facilitating accurate and transparent billing.
Set up a bank account for business payments
Separating personal and business finances with a dedicated bank account makes it easier to track income, manage deposits, and handle reconciliations. Most banks offer online options specifically for businesses, streamlining all your financial needs in one place.
Offer digital payment options
Make payments easy and convenient for clients by providing digital options like Apple Pay, Google Pay, credit cards, and bank transfers. Many clients, especially those booking event planning services through platforms like Oneflare, prefer the flexibility of paying directly from their devices. Offering digital payments not only enhances client satisfaction but also speeds up the payment process, helping you maintain a reliable cash flow.
Establish clear payment terms
Define your payment terms upfront to avoid confusion—include due dates, late fees, and preferred payment methods. Clear terms, such as a 14-day payment window, help maintain a steady cash flow and foster professional client relationships.
Launch your event planning business and start creating memories today!
Starting an event planning business can be a fulfilling venture for those who love organising memorable experiences. The key to a successful venture is understanding your strengths and your target market. Follow the steps outlined above and you’ll be well-equipped to build a thriving event planning business.
Don’t let your efforts go to waste. Once your event planning business is up and running, partner with a trustworthy platform where you can showcase your event planning services and connect with customers.
Oneflare offers an all-in-one solution to help you reach your target audience, manage inquiries, and streamline your bookings. Its easy-to-use features can help you build credibility, expand your network, and focus on what you do best—creating unforgettable events. Register your event planning business today and take your business to the next level.
FAQs on how to start an event planning business
How do you build a strong relationship with vendors and suppliers?
To build trust and reliability, always communicate clearly and promptly with vendors and suppliers. Regularly check-in, honour agreements, and treat them as partners in your success.
How to manage unexpected issues during an event?
It’s normal to experience challenges during events, especially when you’re following a strict event or wedding checklist. The key is to remain calm, think on your feet, and have contingency plans in place. Keep a solid team by your side, stay in constant communication with vendors, and always have backup options to manage unforeseen circumstances smoothly.
How much does it cost to start an event planning business?
The cost of starting an event planning business can vary depending on factors such as your location, the scale of your services, and whether you’re working from home or renting office space. On average, initial costs can range from $15,000 to $25,000 for branding, marketing, software tools, and event management resources.
