FAQs 

You’ve got questions. And we’ve got answers.

Why hire an event planner?

Time is fleeting and, generally, it’s something we could really use a lot more of. Bluntly speaking, event planning can be majorly tedious. At AJE we LOVE the finer details, but we know that not everyone enjoys spending hours finding the perfect balloon arch.

Have you found yourself asking - will I need a liquor license? Do I need event insurance? Where should I host my event? How do you get power or water to a green space? The venue I want has no parking, what do I do? How do you manage a professional catering agreement? What is a good price to pay for lighting and sound?

There are so many moving pieces when it comes to planning an event (no matter the size) and we are here to take the pressure off. Our team will manage all of the details either in collaboration with you, or on your behalf.

Why is hiring an event planner important?

It is easy to get into hot water when you’re hosting an event. Liability, permits, deciding how much food and drink is needed and ensuring that all of your guest needs have been covered requires you to keep a lot of balls in the air.

To be frank, hiring an event planner is an investment in ensuring that there are no surprises during your event, leaving you to enjoy yourself with peace of mind. The job of an event planner is to anticipate the unforeseen; from inclement weather to miscommunication to accidents, everything will be taken care of. With our background and experience, we are here to ensure that your event will go off without a hitch.

Can’t I just plan this myself?

There are so many amazing resources and sources of inspiration online. Even we can find surfing Pinterest and Instagram overwhelming sometimes. You can absolutely plan an event yourself, if you are willing to invest the hundreds of hours it takes to plan a large scale event, while managing concerns about liability, guest safety, and vendor management, all while managing the rest of your professional and personal responsibilities.

From invitations to favours and catering to entertainment, there can be months’ worth of planning to do. Working with one of our event planners ensures that they’ll take care of all the nitty gritty details while you focus on the things that are important to you. Enjoy these special moments with your family and friends and be present. Let us take care of the planning, while your guests rave about your incredible event planning skills - your secret is safe with us!

Where do we even start?

We start wherever you are. If you have a theme, date, guest list and desired venue? Great! If you have no idea what you want, but you know you want to host a fabulous event? Great! We are here to help, no matter where you are in the planning process. Sign up for a complimentary consultation call to start turning your vision into a reality.

How early should I start planning my event?

The answer to this question is always the sooner the better. That said, we know that sometimes planning an event ends up being the last thing on your list. We will always try to find a way to make it work no matter where you are in the planning process.

If you are planning a large event, have a particular venue or season in mind, or are planning something extravagant, we suggest that you begin planning at least six months out. For a larger wedding or gala, we recommend at least 12 months to plan.

How involved will I be in the process?

The AJE team will scale our services to the type of collaboration that works for you. We want you to participate in as little or as much as you want. This process should bring you comfort and support, not stress. If you would like to be heavily involved, our event planners would be thrilled to work with you to execute your vision. If you’d rather leave the planning to us, we will provide regular touch points so you are up to date.

Should I speak with more than one event planner?

It’s never a bad idea to speak with more than one provider, no matter the service, especially if this event is a once-in-a-lifetime occurrence.

When you speak with an event planner, we highly recommend being mindful that you feel heard and understood, and that you feel taken care of. It is critical that you feel that your planner has the network and connections to leverage as they plan your event, and that the event planner has experience running similar events at a similar scale. If you walk away with a quote that is unclear, questions that remain unanswered, and a plan that you don’t really understand, it could be a sign that this planner is not the best fit for you.

What types of events do you plan?

We plan both corporate and social events. No matter what you’re planning, we can take care of it. We have experience planning events of all kinds including galas, fundraisers, product launches, birthday parties, baby showers and more, both in person and virtually.

We have also recently launched a micro-event package, The Elevated Experience, as a response to COVID-19 protocols in order to help people celebrate in a meaningful and memorable way while still following safety guidelines.

What services do you offer?

We will manage all aspects of any event, or will work collaboratively with you to take on the tasks that you would rather not manage. Our services include but are not limited to:

• Vendor sourcing and management

• Venue sourcing and management

• Contract negotiation

• Budget consultation and management

• Detailed timelines

• Event styling and theme development

• Food and cocktail menu selection

• Streamlined and personalised planning process

• Party boxes to accompany social and corporate virtual events

• Event staffing and management

What is your approach to planning events?

Straightforward, warm, honest, and approachable. We believe in relationships over sales, and this is reflected in our client testimonials.

The core of our business is human connection, and we pride ourselves on creating long-term relationships that are mutually beneficial. We want you to feel relaxed and confident that your event will be seamlessly executed and talked about for years to come.

As Ottawa’s premiere event planning team, we craft unforgettable, meaningful experiences that celebrate your story while infusing your traditions, stories, and guests into all aspects of any event.

We pride ourselves on our extensive network of local, reputable, brilliant small business owners and always try to partner locally while we bring your event to life. Every element of your event will be personally and intentionally handpicked or handcrafted by people who care and understand what you want.

Why are event planners expensive?

An event planner is an investment in your peace of mind. Avoiding liability issues with alcohol, managing challenging and unexpected weather, handling parking issues or venue troubleshooting, an event planner is responsible for making sure that your event is executed seamlessly and without issue. Enjoy your event with the knowledge that your guests are safe, and there are backup plans in place for any unforeseeable issues that may arise.

Event planning can be a tedious business. For example, the average wedding takes over 400 hours to plan and execute. Whether it’s sitting on hold for 40 minutes to find the perfect tent liner to match the linens, or getting quotes from six caterers to find the perfect falafel - we are going to make sure that you have the highest quality products for the best deal.

Do you mark-up event costs?

Simply put, no, we don’t like secrets. We never mark-up third party vendor invoices, and will provide you with the original copy to ensure we are honest and transparent in all aspects of our business.

Your event proposal will include budget details, event planning fees, and additional financial projections. Our team does our best to include pricing for the entire process and event in the proposal. Any time the budget needs to be updated, or if there is a challenge working within the budget, we will work with you to find a solution before any charges are accrued. Honesty is the best policy, and is one that we strongly value at AJE.

We promise to put your needs first, lead with open communication, and establish trust and rapport with anyone involved in planning your event. We believe radical candor is what will build relationships, get results, and help us grow together.

Will you work with my preferred vendors (catering, decor, transportation, etc.)?

Yes, we are happy to work with any preferred vendors or contract our list of regular collaborators.

Can you work with my budget?

We can work within most reasonable budgets, and would be happy to work with you to execute your event in a financially responsible way. Our event proposals include budget details, event planning fees, and additional financial projections. Our team does our best to include pricing for the entire process and event in the proposal. Any time the budget needs to be updated or if there is a challenge working within the specified budget, we will work with you to find a solution before any charges are accrued.