Frequently Asked Questions


What is EventMates and Why Should I Use it?
 

WHAT IS EVENTMATES?

EventMates is the first and only service out there that matches individuals to professional event planners who can help them produce conferences, trade shows, fundraisers, weddings, birthday parties, graduations, anniversaries, dinners, and much more. With our numerous accomplished and award winning planners spread across several major cities, we’ll find the right Mate for you, and for your event. Our planners can help with as much as you need and can cover everything from venues, catering, and design to rentals, equipment, entertainment, and staffing. Whether you're planning a company or private event, we want to take care of all the details so you can make an impression on your guests and have the time to enjoy your own event.

 

WHY SHOULD I USE EVENTMATES?

Are you planning an event, but have zero experience in doing so with no clue as to where you should get started? Has your company tasked you with managing the details of a corporate shindig, but you're already strapped for time and resources with everything else your job entails? Or, do you perhaps just need some fresh ideas and want to take your event to the next level?

Our EventMates can help you from start to finish, or with just a few of the details in between. This is the only place you can find an experienced, vetted, and recommended event planner to help you by the hour, with whatever you need.

 

WHEN SHOULD I USE EVENTMATES?

Any time and every time. 

Are you at the beginning and have no idea where to start? Do you have limited time and need to plan a spectacular event? Are you sick of working with event planners who charge an arm and a leg? Are you in a new city or market and aren’t quite sure of the right vendors to use? Do you just need a few tips and tricks to make sure you’ve got everything covered? Our by-the-hour pricing is purposely flexible and commitment-free—hire a Mate to be with you for all or just a couple hours of the planning process. There’s no wrong time to use EventMates, give us a try and book your consultation today.

 

HOW IS EVENTMATES DIFFERENT FROM EVENT AGENCIES?

Our Mates are happy to take on any type of project and client. We are one size fits all.

Event agencies have more restrictions, costs, and requirements. There are countless events too intimate or too small in budget for an event agency to want to take on. Event agencies also demand they do it all, leaving many unable to afford the price tag that comes with it.

If you are a large company and need a team of planners for your event, we have an enterprise solution for you and special agency partnerships that lend us just the right amount of resources, without the added price tag. 

 

HOW IS EVENTMATES BUDGET FRIENDLY?

Our hourly payment model allows you to maximize the time you've paid for and ensure you get exactly the type of help you need. We'll agree on what you need and how many hours that will take, and we will get it done. No surprise add-ons, unless we agree it's needed. We want the event planning process to be as enjoyable as the event itself. and our pricing policy is part of that process.

Plus, our planners have tons of tips on how to get the best pricing for supplies for your event. 

 

WHAT IS YOUR PRICING? WHAT ARE MY OPTIONS FOR BUYING HOURS? HELP ME UNDERSTAND HOW MUCH I WILL REALLY BE PAYING FOR.

EventMates are $60/hour.

After your complimentary consultation, your planner will provide you with a quote for a number of hours recommended to meet the needs of your project. Everything can be scaled up or down to meet your budget requirements, increasing or limiting exactly what the planner will do for you in order to make sure your budget is met. For the smallest type of events, we typically ask for a minimum commitment of 4 hours.

 

WHAT KIND OF EVENTS CAN EVENTMATES EXECUTE?

We’ve designed events for a few to a few thousand, for private and corporate purposes. Our planners have executed everything from intimate corporate dinners at private NYC penthouses to fundraisers benefiting childhood education to beautiful outdoor weddings in the Hamptons to birthday parties on pirate ships. Whether you want something out of the box or just want to make sure everything runs smoothly, we can help.

 

CAN I USE EVENTMATES IF I DON'T LIVE IN ONE OF YOUR CITIES?

Yes!

We have Mates based in select cities across the US. We also offer the same services virtually via video chat, email, text, phone, Facebook, etc. to any area. If you want us physically at the event, we will work with you to build all travel costs into the budget.

 

WHAT KIND OF PLANNERS WORK FOR EVENTMATES?

Our nationwide planners are sponsored (every Mate must have at least one referral from inside the EventMates network) and fully vetted members of the event planning community coming from some of the best schools and firms around the country. Working with both established and burgeoning talent, our planner team collectively covers every style, budget range, and project size.

 

WHAT ABOUT VENDORS?

Your planner will happily recommend various vendors including florists, caterers, venues and entertainers, but all vendors are third party and unaffiliated with EventMates. While we can’t guarantee their work, your planner will send along references or use a vendor you prefer. Our experienced planners can work with and manage all of the vendors, from contracts to deliverables to design. It's up to you how much we do with the vendors you choose.


OK Got it, How Do I Get Started?

 

WHAT'S FIRST?

First, book your complimentary consultation here. We'll chat and get to know you, your style, and the goals of your event. The more info you share, the better match we can make and the more accurate we’ll be able to provide recommendations and an hours quote. After your consultation, we’ll send you a formal quote and you can decide how you would like to engage your Mate.

 

WHAT DO YOU USE MY INFORMATION FOR?

We’ll take the information you provide during your consultation (including your style, your timeline, the type of event, the size, where your event is located, your availability, etc.) to figure out which planner is best matched for you and your event. If you’re not satisfied with your planner, let us know and we’ll get you a different one, free of charge! The information you share is also safeguarded by our privacy policy.

 

CAN I CHOOSE MY PLANNER?

Yes! When you book your consultation you can request your preferred Mate and, barring any availability conflicts, that Mate will be your match!


The Ins & Outs of Booking Hours

 

HOW DO I BOOK HOURS?

After the initial consultation, EventMates HQ will email you with their recommendations for your event, an estimate for the planning time recommended to execute your event, and a link to purchase the time. All hours are billed at $60/hour. You simply pay for your designer’s time – no mark-ups on purchases or other fees.

 

HOW DO I BOOK MORE HOURS?

Purchasing additional hours is easy and can be done by requesting more hours from your Mate. EventMates HQ will send you a personal link to purchase the additional hours. 

 

WHAT DOES MY PLANNER DO WITH THE HOURS I’VE BOOKED?

How you use your planning time is up to you and your Mate. After your initial consultation, you and your designer will both have an idea of the plan, but once you purchase hours, we always like to suggest discussing the project and coming up with a set of priorities together. Maybe it’s sourcing vendors online and sending you links, or shopping together at a store or at the local flea market. Maybe it’s going on site visits and managing vendors. It’s a collaborative process, enjoy it!

 

HOW SHOULD I WORK WITH MY PLANNER?

You and your Mate can decide how to work together so that it suits your schedule. During your consultation, we'll make sure we get your general availability to ensure your schedule aligns with your Mate's. From there, all of our Mates are available via whatever communication style you prefer — phone, text, email — we're up for anything!

 

HOW DO I MAKE THE MOST OF MY TIME?

Communicate, don’t be shy, and prioritize! It helps most when you are really clear about what you want and don’t want, what you love and hate. 

1. Mood boards and pictures are the best ways to show your vision to your planner. If you already have a mood board created, please send it to us, otherwise, we can create one together. 

2. Draw up a list of “must-haves”, “maybe-haves” and “if we have times”, and maybe even set a weekly time to meet. The more our designers know about your taste, the more they can tailor their decisions. If you hate shabby chic, tell them, if you saw an event you loved and want to replicate, that sounds great and they’ll help you get that look within your budget. 

3. Come up with a list of “must-dos,” “maybe-dos” and “if you have time dos” so the big stuff gets done within hours! 


We Have a Problem!

 

I WANT A DIFFERENT PLANNER!

If you aren't quite seeing eye-to-eye, contact us so we can help!

 

THINGS ARE MOVING TOO SLOWLY!

The planning process includes many steps that often take longer than expected, but talk to your Mate first about creating or changing specific timelines. Setting a specific day and time to check in every week is also an easy way to keep everyone on track. If things still aren't moving swiftly enough for your deadlines, get in touch!

 

MY PLANNER IS USING MY HOURS IN A WAY I DON'T WANT!

Reiterate your wants and needs with your planner. Be upfront and clear.

Remember that your planner is an experienced professional when it comes to time management, so ask them for recommendations on how you can work together to make sure hours are used efficiently.