10 Questions to Ask Before Hiring an Event Management Company

1. How many events of this type have you managed?

Experience in your specific event category matters. A company that primarily manages corporate conferences may not have the vendor relationships or aesthetic sensibility for a premium wedding.

2. Can I speak with three past clients?

Any professional company can provide references. If they hesitate, that tells you something.

3. What does your coordination team look like on the day?

The person who sold you the service may not be the person managing your event. Ask who will be on-site, in what roles, and what their experience is.

4. What is included in your fee — and what is not?

Get a line-by-line breakdown. Common items that "fall outside" the package include: extra coordination hours, travel for out-of-Kampala events, and on-site printing.

5. How do you handle vendor relationships?

Do they work with a fixed roster of preferred vendors, or do they bring in the best vendor for each brief? Both models have trade-offs.

6. What happens if a key vendor cancels last minute?

Professional companies have backup vendor relationships and contingency plans. Amateur operations do not.

7. What technology do you use?

Guest list management, check-in systems, and post-event reporting are indicators of operational maturity.

8. What is your payment structure?

Typical: 30–40% deposit on signing, 40% one month before, balance on the day. Be cautious of companies requesting 100% upfront.

9. What is your communication style?

Will you have a dedicated WhatsApp contact? Weekly updates? A shared planning document? Define expectations upfront.

10. What does your contract cover if something goes wrong?

Read the contract. Understand liability clauses, cancellation terms, and force majeure provisions.

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Arona Events is happy to answer all of these questions — and provide references from clients who have worked with us across 200+ events.

Get in touch with our team →