FAQs
good questions.Event planning questions, answered
Straight answers about planning events in Melbourne and Victoria — costs, timelines, coordination, permits and how we work.
Planning & cost
planning & cost.
The questions people ask before they decide to get help.
How much does an event planner cost in Melbourne?
It depends on the size and complexity of the event and how much support you need. Planners commonly charge in one of three ways: a fixed fee based on the scope of work, a percentage of the total event budget, or an hourly rate for smaller jobs. Supplier costs — venue, catering, styling, entertainment — are separate from the planning fee. The most reliable number is a written quote based on your brief.
What is the difference between event planning and event coordination?
Planning is the decision-making phase: budget, venue, suppliers, styling and timeline, usually over weeks or months. Coordination is the execution phase: confirming details, building the run sheet and managing suppliers and timings on the day. Full planning includes coordination; on-the-day coordination can be booked on its own. Read the full guide.
How far in advance should I book an event planner?
As early as you can — venue availability usually sets the timeline. Popular venues and peak dates (Friday and Saturday nights, spring and autumn weekends, and November–December for end-of-year functions) are booked first. Bigger events and weddings need the most lead time; smaller events can often come together quickly if you are flexible on date or venue.
Is an event planner worth it for a birthday?
For a milestone birthday with a venue, several suppliers and a big guest list, a planner usually pays for themselves in time saved, mistakes avoided and a host who gets to enjoy the night. For a small gathering, styling support or on-the-day coordination may be all you need.
Can an event planner organise catering and entertainment?
Yes. Sourcing, briefing, booking and coordinating suppliers — caterers, bar staff, DJs, musicians, stylists, florists, hire companies and AV — is a core part of event planning.
Can you work to a fixed budget?
Yes. Tell us the total budget at the start and we will propose options that fit it, show where the money goes, and flag trade-offs before anything is booked.
Working with us
working with us.
How enquiries, quotes and bookings work.
How do I get a quote?
Send an enquiry with the basics — event type, rough date, guest numbers and budget. We will follow up with a short call, then send a written proposal with scope, timeline and price.
What do you need from me to get started?
Just the basics: what you are celebrating, roughly when, roughly how many people and a budget range. Rough answers are fine — helping you shape the details is part of the job.
Where do you work?
We are based in Melbourne and plan events across Victoria. Travel for events outside metropolitan Melbourne is quoted upfront.
How do deposits and payments work?
Your proposal sets out the fee, what is included, the payment schedule and the cancellation terms before you commit.
Can I use my own suppliers?
Yes. We are happy to work with suppliers you have already booked, and recommend others to fill any gaps.
Event types
corporate, private & weddings.
Questions specific to the kind of event you are planning.
What is included in corporate event management?
Typically: the brief and budget, venue sourcing, supplier sourcing and contracts, guest logistics, a detailed run sheet, risk and contingency planning, and on-site management from bump-in to pack-down. See corporate events.
When should we book a corporate Christmas party in Melbourne?
As early as possible. Friday and Saturday nights from mid-November to mid-December are the most competitive. If you are planning late, consider weeknights, lunches or a January new-year event. See the planning timeline.
What does on-the-day wedding coordination include?
A handover meeting, confirming every supplier, a detailed run sheet, managing set-up, ceremony and reception timings and pack-down, and handling issues on the day. The work starts several weeks before the wedding. See weddings.
Do we need a wedding coordinator if the venue has one?
Often, yes. A venue coordinator manages the venue’s spaces, staff and catering. A wedding coordinator manages you, every outside supplier and the whole day’s timeline.
Logistics
permits, weather & logistics.
General guidance for Victoria — always check current requirements with the relevant authority.
Do I need a permit for an outdoor event in Melbourne?
It depends on where it is and how big it is. Events in parks and public spaces usually need a permit from the local council (the City of Melbourne for its parks and streets). For public events, tents and marquees larger than 100 square metres, stages over 150 square metres and seating stands for more than 20 people are prescribed temporary structures that need an occupancy permit from the Victorian Building and Plumbing Commission before use. Read our outdoor events guide.
Do I need a liquor licence for my event?
If you plan to supply alcohol at a one-off event — for example selling drinks, or including them in a ticket price — you will generally need a temporary limited licence from Liquor Control Victoria, unless a licensed venue or caterer is responsible for the alcohol. Liquor Control Victoria recommends applying at least eight weeks before the event.
What happens if it rains?
Every outdoor event should have a written wet-weather plan: an indoor alternative or marquee hold, a decision time, and a supplier call list. We build it into the run sheet so the decision is easy on the day.
Start planning
still have questions?
Ask us directly — we’re happy to talk it through.