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5 Things You Must Talk About When Meeting an Event Planner for the First Time
Let’s be honest
Meeting an event planner for the first time can feel like going on a blind date. You’re excited, you’re hopeful, but also—what do you even say? Do you just throw Pinterest screenshots at them and hope for the best?
Don’t worry. If you walk into that first meeting with a few things clear in your head, you’ll save yourself a ton of back-and-forth later. So grab a coffee (or wine, no judgment), and let’s talk about the top five things you should ALWAYS discuss with your event planner.
1. Budget – Say It, Don’t Hide It
Let’s get the awkward part out of the way first: money talk. If you’re not upfront about your budget, you’re basically setting both yourself and your planner up for heartbreak.
Think of it like this: if you tell your planner you’re comfortable spending between INR 3–5 lakhs, they won’t waste your time showing you setups worth INR 15 lakhs. Instead, they’ll use your budget smartly and still make it look fabulous.
Hot tip: Don’t give just one number. Give a range. That way, your planner can stretch or shrink the plan depending on your comfort.
2. Venue – Where’s the Party?
Venue is EVERYTHING. It decides how the décor will look, how many people you can invite, and sometimes even what food you can serve.
If you’ve already booked a place, tell your planner. If not, don’t stress — planners usually know the best spots in town (including those hidden gems you didn’t even know existed). They’ll also save you from silly mistakes like picking a venue with zero parking or one that needs ten different permissions.
3. Theme – The Vibe Check
This is the fun part. Do you want your kid’s first birthday to look like a candyland, or your wedding to scream royal palace vibes? Maybe you want something super classy and minimal for a corporate do.
Whatever it is, talk about it. Bring those saved Instagram reels and Pinterest boards, no shame. Your planner will help you make them realistic (and not blow the budget just on balloons).
4. Guest Experience – What Should They Take Home (Besides Leftover Cake)?
Events aren’t only about pretty décor or good food. They’re about how people feel when they walk in and when they leave.
Do you want your guests saying, “OMG, that was magical”? Or do you want them to feel warm, cozy, and loved? Maybe you want it high-energy with music and dancing till 2 AM.
When you tell your planner what experience you want your guests to have, they’ll design everything — from the entry to the return gifts — around creating that vibe. That’s how you turn an event into a memory.
5. Timelines & Priorities – No Last-Minute Panic Please
Every event has deadlines. Venues get booked out. Décor needs planning. Cakes need ordering. This is where timelines matter.
Also, be clear about your priorities. Is décor more important than entertainment? Do you care more about food than photography? If your planner knows what matters most to you, they’ll focus the energy (and money) in the right places. And trust me, that’s what keeps you from stressing on D-day.
Wrapping It Up
So, what’s the takeaway? Don’t walk into your first meeting clueless. Be clear about your budget, venue, theme, guest experience, and timelines. Do this, and your planner will love you forever (and give you the event of your dreams).
At Richie Rich Events, we live for turning your Pinterest dreams into real-life magic. Weddings, birthdays, anniversaries, or corporate events — we’ve got you covered with stunning décor, smooth planning, and zero stress.
Ready to plan your event? Let’s chat. You bring the ideas, we’ll bring the magic.
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