Toptal is an exclusive network of top Event Planning experts, consultants, managers, and professionals. Top companies and startups hire freelance Event Planners from Toptal for their mission-critical marketing campaigns and projects.
Unique is an innovative marketing expert with experience building high-performing teams to execute marketing strategies. She has led marketing campaigns for globally recognized brands across verticles, including consumer packaged goods (CPG), technology, healthcare, and quick service restaurants (QSR). Industry leaders have recognized Unique's ability to collaborate with executives in matrixed environments to drive transformative business outcomes through digital marketing campaigns.
Astrid is a passionate problem solver dedicated to bridging the customer-solution gap. With 10+ years of experience in B2B marketing, she has worked in both agency and client-side roles, thriving in creating integrated marketing programs that fuel business growth and foster customer loyalty. With a knack for creative storytelling and analytical thinking, Astrid bridges the customer-solution gap by combining the art and science of marketing, delivering impactful campaigns and meaningful results.
Madison is a seasoned marketing professional with ten years of experience leading teams to sustained organizational growth. She is experienced in using data analytics to improve quality assurance, leading to key growth initiatives, and has a proven track record exceeding KPIs in highly competitive, fast-paced environments. With consistent delivery of cost-effective solutions that increase revenue and improve performance, Madison is well-versed in working in cross-functional team environments.
Rehman is a growth-centric marketing expert who has led the development and execution of various digital marketing campaigns for products in eCommerce, B2C, and B2B organizations. He has experience working with distributed teams for all types of organizations, from startups to large companies. Rehman excels at creating inspired and innovative messaging to acquire qualified leads with solid intent.
Veronica is an award-winning content marketing expert with 15+ years of experience creating narratives for brands, subject-matter experts, campaigns, and sales teams. She delivers quality work in all forms to drive demand, cultivate customer advocacy, and strengthen brand equity. With a wide range of client and agency experience, she leverages her product marketing background to capture customer insights, define value propositions, build strong brands, and develop integrated marketing programs.
Nicole, a seasoned digital marketer from the US, now in Como, Italy, brings over 12 years of experience in marketing, management, and content strategy. Partnering with top international brands and startups, she's achieved milestones such as 2,000% organic social media growth and a 300% sales increase through innovative marketing strategies. Nicole's adept project management and collaborative approach have propelled businesses globally, driving transformative growth.
A global marketing leader with years of experience bolstering startups and blue chip companies like Johnnie Walker, American Express, BCG, and The Washington Post, Brion has exceeded goals, expanded into new markets, and significantly increased profits. He has managed dispersed cross-functional teams to create campaigns with digital and global insight. Brion's innovative strategy has garnered awards for exceptional marketing that delivers.
Matt is a digital marketing consultant with 8+ years of experience and a passion for growth. He has been helping businesses optimize their conversion funnel by offering cross-channel digital marketing strategies. Additionally, he provides copywriting and design guidelines that streamline every step of the conversion process. With a strong interest in blockchain and Web3 spaces, Matt is eager to embrace new growth marketing opportunities as a digital strategist.
Tamara is a content marketing professional with over a decade of experience. She has a strong track record in developing and implementing comprehensive content strategies, managing projects, and fostering partner marketing initiatives. Tamara excels in creating engaging content that resonates with audiences. Her ability to curate, distribute, and edit content effectively, coupled with her skills in content operations and development, make her an asset to any organization.
Kate has over ten years of experience in product marketing, management, and marketing strategy. She has worked with some of the world's biggest brands, including American Express, Dyson, Coca-Cola, and early-stage startups. Kate has grown organic audiences by 2,000% across social media, overseen successful product launches, and increased sales by over 400% within weeks of implementing insightful marketing strategies. She is passionate about creating products and solutions that delight customers.
Narine is an award-winning retail marketing expert with eight years of experience in the technology, fashion, and beauty industries. She specializes in leading full-funneled omnichannel marketing and paid media strategies for top North American retailers, surpassing platform benchmarks for brand lift and conversion campaigns. Narine translates marketing goals and insights into marketing strategy and deploys and measures forecasts and marketing strategies, generating promotional and sales lift.
Event planners coordinate compelling events that align with strategic company objectives and drive business growth. This guide provides insights on how to hire an event planner, the attributes to look for in an exceptional event planner, and how to choose the right event planner for your company.
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Creating an app for the game
Leading a digital transformation
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Testimonials
The relationship with Toptal from the beginning has really paid off for us. We’re extremely happy with our talent, and hope that they’re happy too. We’re really trying to transform the way we do our jobs.
Eric Heisler
Digital Development Leader, Owens Corning
Toptal’s methodology gave me confidence that we had the best chance of getting an A-team brought together quickly.
Deron Triff
Co-founder, WaitWhat
I think the thing about Toptal is—like the name—it’s top talent, and that’s the kind of talent that I want to recruit as well.
Ginni Saraswati
Founder, Ginni Media
Toptal truly is a turnkey solution. The whole thing is packaged for you. Toptal supports everything for you end-to-end so you can just focus on your core business.
Ted Blosser
Co-founder, Workramp
For years, Toptal has been our ‘secret weapon’ for staying competitive in our industry.
Tony Wang
Co-founder and CEO, Adcrush
How to Hire Event Planners Through Toptal
1
Talk to One of Our Industry Experts
A Toptal director of marketing will work with you to understand your goals, technical needs, and team dynamics.
2
Work With Hand-Selected Talent
Within days, we'll introduce you to the right Event Planner for your project. Average time to match is under 24 hours.
3
The Right Fit, Guaranteed
Work with your new Event Planner for a trial period (pay only if satisfied), ensuring they're the right fit before starting the engagement.
FAQs
How quickly can you hire with Toptal?
Typically, you can hire an Event Planner with Toptal in about 48 hours. For larger teams of talent or Managed Delivery, timelines may vary. Our talent matchers are highly skilled in the same fields they’re matching in—they’re not recruiters or HR reps. They’ll work with you to understand your goals, technical needs, and team dynamics, and match you with ideal candidates from our vetted global talent network.
Once you select your Event Planner, you’ll have a no-risk trial period to ensure they’re the perfect fit. Our matching process has a 98% trial-to-hire rate, so you can rest assured that you’re getting the best fit every time.
How do I hire an Event Planner?
To hire the right Event Planner, it’s important to evaluate a candidate’s experience, technical skills, and communication skills. You’ll also want to consider the fit with your particular industry, company, and project. Toptal’s rigorous screening process ensures that every member of our network has excellent experience and skills, and our team will match you with the perfect Event Planners for your project.
How are Toptal Event Planners different?
At Toptal, we thoroughly screen our Event Planners to ensure we only match you with the highest caliber of talent. Of the more than 200,000 people who apply to join the Toptal network each year, fewer than 3% make the cut.
In addition to screening for industry-leading expertise, we also assess candidates’ language and interpersonal skills to ensure that you have a smooth working relationship.
When you hire with Toptal, you’ll always work with world-class, custom-matched Event Planners ready to help you achieve your goals.
Can you hire Event Planners on an hourly basis or for project-based tasks?
You can hire Event Planners on an hourly, part-time, or full-time basis. Toptal can also manage the entire project from end-to-end with our Managed Delivery offering. Whether you hire an expert for a full- or part-time position, you’ll have the control and flexibility to scale your team up or down as your needs evolve. Our Event Planners can fully integrate into your existing team for a seamless working experience.
What is the no-risk trial period for Toptal Event Planners?
We make sure that each engagement between you and your Event Planner begins with a trial period of up to two weeks. This means that you have time to confirm the engagement will be successful. If you’re completely satisfied with the results, we’ll bill you for the time and continue the engagement for as long as you’d like. If you’re not completely satisfied, you won’t be billed. From there, we can either part ways, or we can provide you with another expert who may be a better fit and with whom we will begin a second, no-risk trial.
Ariel is a marketing expert who helps businesses of all sizes develop robust digital marketing strategies and targeted advertising campaigns that grow brand awareness and drive revenue. Her previous clients include Dr Teal’s and Native; she has an MBA in marketing strategy.
The demand for skilled event planners is increasing, reflective of a wider trend for more dynamic and engaging corporate events: The US Bureau of Labor Statistics projects that the employment of meeting, convention, and event planners will grow by 8% from 2022 to 2032, surpassing the national average growth rate for all occupations. Additionally, a 2024 report by American Express Global Business Travel indicates that 67% of companies worldwide predict an increase in their meeting and event budgets in 2024, forecasting a significant shift toward utilizing events as a key driver of business growth.
Because events are costly to run and present a high degree of risk, companies that host, sponsor, or participate in events should hire a professional event planner to ensure a successful return on their investment. These individuals bring a wealth of expertise and precision to the planning and execution of event marketing practices.
Successfully recruiting a qualified event planner requires a critical understanding of both the role and your company’s need for filling the position. This guide walks you through the processes and the considerations involved in hiring an event planner. With the right event planner on your team, you can elevate your company’s profile and increase brand awareness and loyalty.
What Attributes Distinguish Quality Event Planners From Others?
Hiring managers should be familiar with the combination of cognitive traits, interpersonal skills, and technical proficiencies that quality event planners possess. The top attributes that separate superior candidates from the rest are arranged here in order of importance:
1. Strategic Vision
Exceptional event planners understand that each event must support the strategic goals of the company and its initiatives, such as enhancing brand perception or stimulating business growth. As you assess the candidate for your project, you want to look for a demonstrated ability to visualize the broader impact of the event, which ensures that every detail aligns with broader strategic objectives.
2. Meticulous Organizational Skills
Event coordination requires top-notch organizational skills. The individuals who will go far in the hiring process know how to manage logistics and timelines with precision. In addition to event planning experience, they should be familiar with the big-picture aspects of the role, such as budget management and venue selection, and have a passion for the minute details that go into event organizing, such as attendees’ dietary requirements.
3. Superior Communication Skills
Clear and continuous communication is an essential candidate trait since event planners frequently liaise with executives and other key stakeholders, as well as with partners, venues, suppliers, and service providers. Skilled planners can articulate ideas effectively and skillfully strike deals that benefit all parties involved, meeting cost and quality standards.
4. Technology and Tools Proficiency
The best event planners are at the forefront of the business tools and technologies in their field. Look for candidates who have proficiency in using event management software, such as Webex Events, Whova, and EventsAir. Experience using these tools can significantly help streamline registration and ticketing, attendee management, and post-event analysis. Whether your company is hosting in-person or virtual events, understanding how to enhance engagement through technology can be a crucial factor of success in the role.
5. Creative Problem-solving
High-quality event planners are creative problem-solvers, even in high-pressure situations. Hiring an event planner who can act decisively when unanticipated problems arise will give you confidence that they will be prepared to respond effectively in times of crisis or in dealing with any of the unknowns that inevitably surface during an event.
Complementary Skills for Event Planning Roles
Bringing together a memorable event demands a number of other specific skills. Below is an exploration of useful additional skills to look for in your candidates and details about how each supports and enhances the event-planning process:
Experience in event marketing will help the event planner you hire create cohesive marketing strategies that set the groundwork for the event’s theme and goals. Candidates should be creative and understand how to maximize attendee interest and participation.
Knowledge of advertising management ensures that ad campaigns accurately portray the event’s branding. Strong candidates will have some experience managing event advertising; they will know how to collate crucial information like venue details, key attractions, and customer insights to help marketing teams with ad targeting.
A robust understanding of B2B strategy will come into play with events that are geared toward businesses rather than consumers. Candidates who have worked in B2B strategy will be adept at facilitating networking opportunities at these types of events.
Candidates must be proficient in brand management in order to maintain your company’s identity when bringing the event vision to life. An event planner with brand management experience will know how to translate your brand’s larger vision into practical, tangible elements, ensuring consistency across all event touchpoints.
Familiarity with brand strategy will enable candidates to align the event objectives with long-term brand strategy. Candidates with previous experience as brand strategists will understand how long-term priorities can influence the design of events to not only achieve more immediate objectives, but also enhance overall brand strategy.
Candidates with market research experience will be adept at gathering and analyzing data relevant to the target audience of the event, and using it to make informed decisions about event content, format, and marketing strategies.
A familiarity with public relations best practices will ensure that the event planner you hire can handle external communications that accurately capture the event and any potential crises that could impact your business’s reputation.
How Can You Identify the Ideal Event Planner for You?
This section shows you how to get started on searching for the ideal candidate by laying out key qualities to look for in the individuals that you’re screening for an event-planning position.
Hiring an Event Planner: Where to Begin
When preparing to hire an event planner, take the time to define your event objectives and requirements: What do you aim to achieve with your event? Whether it’s increasing brand awareness, launching a product, or strengthening client relationships, your objectives will guide the type of planner you need.
Next, assess your internal event resources. Evaluate the skills and resources your team currently possesses and identify any gaps. Understanding what capabilities you already have in-house will help clarify what additional skills your event planner needs to bring to the table. You will also want to determine the level of experience you are hiring for. These considerations are explained in greater detail in the sections below.
Key Skills for Common Event Use Cases
Trade shows or large-scale public events – Look for planners with strong logistical skills who have experience managing complex arrangements and coordinating with multiple vendors.
Virtual or hybrid events – Seek planners who are proficient in the latest event technology, capable of integrating digital platforms and enhancing attendee engagement.
Product launches or other special events – A planner with a strong creative background can be invaluable to your company’s marketing campaigns. They can design innovative themes and engaging content that will captivate attendees.
Networking events or industry conferences – A planner who not only organizes event logistics but also understands how to facilitate connections among attendees will enhance the networking value of your event.
Understanding the Different Levels of Event Planner Expertise
Junior event planners are best for smaller or simpler events; they are equipped to handle basic tasks like sending invitations and coordinating vendors and schedules. A junior event planner is your ideal hire when strategic insight or complex logistics are less critical. Bear in mind that some junior planners can perform just as well as a mid- or senior-level event planner when selected carefully. Consider providing junior event planners with a mentor.
Mid-level event planners are capable of managing large-scale events; previous experience in project management and in handling budgets and client relations can make hiring for a mid-level event planner more desirable than a candidate with less event experience, and less costly than a senior-level planner.
Senior event planners can manage all types of events, but are best suited for high-profile or complex events. They offer strategic insight, extensive industry contacts, previous experience managing substantial budgets and a vast array of stakeholders, and they are experts at de-escalating crisis situations.
Whether you’re looking to put on a large trade show, virtual experience, or intimate networking opportunity, matching the skills and expertise of the candidate to the demands of your event is vital. By carefully considering the type of event, its level of complexity, and your company’s needs and objectives, you can make an informed decision about the candidate you hire.
Other Skills and Experience to Look for in an Event Planner
Event timeline and production scheduling – Planners develop comprehensive agendas that detail every phase of the event. They are responsible for scheduling all logistical details, such as the arrival of vendors, setup and breakdown of equipment, rehearsals, and the timing of key segments like speeches, meals, and entertainment. When hiring an event planner, these will be crucial skills to look for, regardless of context or company needs.
Stakeholder communication and client relations – Clear direction for everyone involved in putting on an event, including clients, sponsors, and team members, is essential for aligning expectations and achieving goals. Exceptional communication skills, both spoken and written, are also critical to look for in candidates.
Budget planning and financial management – If you need your event planner to create detailed budgets, track expenditures, and adjust allocations to control costs and maximize value, you should seek candidates who have experience in budgeting and finance. Effective fiscal management involves tracking all financial details, forecasting potential spend, and negotiating with vendors to keep costs within the set budget. Look for candidates who are familiar with tools like QuickBooks and Microsoft Excel or Google Sheets.
Creative event design and decor – Event planners incorporate creativity into their designs and use thematic decor that resonates with the event’s purpose, captures the company’s brand and vision, and enhances the experience for attendees. Desirable candidates will have worked on creative teams and collaborated with designers and other marketing professionals working together to bring the event concept and vision to life.
Vendor management and coordination – Working with vendors, from caterers to AV technicians, is a major part of event planning. Event planners may solicit bids, assess proposals, and negotiate contracts, as well as communicate on a regular basis with vendors to confirm details, arrange delivery schedules, and handle any last-minute changes or challenges that arise. Qualified candidates should have experience managing these types of relationships.
How to Write an Event Planner Job Description for Your Project
When drafting a job description for an event planner, include details about the scale, frequency, and type of events they will be managing. Specify the activities that organizing these events will entail, such as coordinating logistics, managing budgets, creating a digital strategy, or navigating complex vendor negotiations. Include details of the relevant required skills, such as strategic planning and organization, technological proficiency, and strong communication.
For example, a job posting might be introduced as:
“Seeking an experienced event planner to oversee annual major corporate events with an emphasis on creative and innovative experience design. The ideal candidate will have a demonstrated history of managing large-scale events successfully and possess exceptional skills in event budget and stakeholder management.”
What Are the Most Important Event Planner Interview Questions?
Effective interviews not only assess hard skills, but also delve into the soft skills that are essential for successful event planning. Here are some key questions to ask during the interview process, along with examples of desirable answers:
Can you describe an event that was difficult to plan and how you overcame the challenges?
The candidate should explain the situation, the actions they took, and the outcomes resulting from those actions. Look for examples of problem-solving skills, adaptability, and creativity.
How do you measure event success?
Candidates should demonstrate their understanding of both qualitative and quantitative analysis as potential factors of success. Answers should include examples of specific metrics they use, such as attendee feedback, budget adherence, and event ROI.
What strategies do you use to stay within budget while delivering high-quality events?
Expect to hear something relevant to budget forecasting, such as skilled negotiations with vendors or innovative solutions to reduce costs without compromising event quality.
Can you describe your experience with digital event management tools?
Look for familiarity with tools like Cvent, Eventbrite, or Whova, and examples of how they’ve successfully used these to streamline event processes and enhance participant engagement.
What is your approach to managing large teams of event staff and multiple stakeholders at an event?
Successful candidates might discuss their leadership skills, such as facilitating collaboration, cohesion, communication, and motivation across teams.
When interviewing an event planner, be mindful of the timeframe needed to hire and onboard the candidate, and for them to prepare and coordinate the event. Events such as corporate meetings or small workshops are short-term projects that typically require a lead time of a few weeks to two months. Product launches, regional conferences, and corporate retreats demand more extensive preparation, typically ranging from three to six months. Large-scale events like annual conferences or trade shows often require at least six months to a full year of planning.
Why Do Companies Hire Event Planners?
Companies hire event planners to manage all types of events. They can make a significant contribution toward positive outcomes for the business objectives of future events, such as:
Amplifying brand recognition
Launching new products
Building client trust and loyalty
Maintaining a professional image
Finding cost-effective and quality solutions
Optimizing event outcomes
Freeing up internal resources
Hiring the right event planner is more than just filling a role—it’s about making a strategic choice that can significantly influence the success of your business events. This guide has explored the critical attributes that distinguish top-tier event planners and outlined the steps to identify the best-fit candidate who aligns with your organizational needs and event goals. By carefully considering each aspect of this guide, you can ensure your company’s events will contribute positively to the business.
