Event Planning in Hong Kong

For weddings and large events, 9-12 months out is common; smaller parties need less lead time. Good planners book up for peak dates (spring/autumn weekends, holidays) well ahead, so if your date is fixed, secure the planner early even if other details are still loose.

An itemized scope: number of planning meetings, vendor sourcing and management, budget tracking, timeline/run-sheet creation, on-site hours and staff count on the day, and setup/teardown oversight. A one-line fee with no scope is where disputes come from — get the deliverables in writing.

No — the planner's fee is for their time and coordination; caterers, venue, florals, entertainment and rentals are separate and usually the bulk of the budget. Watch for planners who quietly mark up vendor invoices instead of passing them through at cost.

Look for planners in Hong Kong with experience in your specific event type (wedding, corporate, milestone party) and ask to see a real run-sheet and references from recent clients. Local planners bring venue and vendor relationships that a generalist from out of town won't have.

No written contract or scope, marking up vendor invoices without disclosure, no references from comparable recent events, demanding full payment up front, and being vague about how many staff will actually be on-site on the day. Pressure to commit before you've seen a scope is another warning sign.

Planners price three ways: a flat package fee for a defined scope, an hourly rate for advisory work, or a percentage of the total event budget (commonly 10-20%). Full planning costs far more than day-of coordination — decide how much you actually want to hand over before comparing quotes.

On-the-day coordination commonly runs HKD 8,000-25,000, full event/wedding planning HKD 30,000-120,000+, and companies may charge a percentage of budget. Corporate events are quoted per project.