Planning a corporate event is a big deal (we get it).
You’re trusting someone to turn your vision into reality while staying within budget, juggling logistics, and ensuring attendees leave raving about their experience.
But how do you spot a disaster waiting to happen?
According to research, 47% of event creators report that communication issues are their biggest challenge during event planning and execution. Yikes!
To save yourself from event-day nightmares, watch out for these 12 red flags when evaluating event management companies.
🚩 1. They show up unprepared.
If your project manager can’t remember details from your last conversation or fails to bring notes to planning meetings, consider it a red flag.
Being unprepared at this stage likely means they’ll drop the ball when the stakes are higher.
An experienced event planner takes charge and makes you feel like your event is their top priority—not a side hustle.
🚩 2. Chronic lateness or cancellations.
Everyone gets stuck in traffic now and then, but repeated tardiness or last-minute meeting cancellations?
That’s a sign of poor time management.
You need someone who respects your time, not someone who leaves you wondering if they’ll even show up on event day.
🚩 3. Sales-only relationships.
Beware of the “sales pitch and vanish” act.
If your sales lead doesn’t introduce you to the project or operations team during the sales process, run.
You don’t want to sign onto an agency without first meeting someone from the operations team—they’re the ones who will make or break your event.
A good salesperson can promise the world, but if the team behind them isn’t aligned with your vision, you’re in for a headache.
🚩 4. Personality clashes.
Chemistry matters.
If your event planner doesn’t mesh well with your team, expect tension to spill over into the planning process.
A mismatched personality can turn every decision into a battle, making the journey to event day unnecessarily stressful.
🚩 5. Budget management is MIA.
Your event budget shouldn’t be a mystery—it should be clear and well-managed.
If your event management team is hesitant about sharing costs or doesn’t offer transparent planning tools, that’s a red flag.
While 46.3% of event professionals cite rising event costs as their biggest challenge, that’s no excuse for poor budget oversight.
You deserve clarity, not surprises.
Related: expert tips for managing tight event budgets in 2025.
🚩 6. Zero planning tools.
How are your event planners planning your event if they do not share detailed timelines, budgets, or checklists?
Without this visibility, you're left in the dark.
It often leads to miscommunication, missed deadlines, and unnecessary chaos.
🚩 7. They ignore attrition.
Room block attrition is serious.
If your events team doesn’t address how they’ll handle unused rooms, overbooking penalties, or F&B minimums, it’s a recipe for financial disaster.
A good planner knows how to forecast and avoid unnecessary costs.
Related: Your guide to managing event attrition and group room blocks.
🚩 8. Overbooking hotel rooms.
Overbooking is what can ultimately lead to attrition, so it’s about finding the right balance.
You want to make sure attendees are booking within your block to meet your contracted commitments and avoid any unexpected penalties.
A skilled event manager helps keep everything on track, ensuring a smooth process and saving you from unnecessary fees.
🚩 9. Poor communication.
If your project manager is slow to respond, unclear in their answers, or just plain hard to reach, that’s a problem.
The best event planners are proactive communicators who keep you in the loop every step of the way.
Remember: silence isn’t golden when planning a corporate event.
🚩 10. No on-site venue visits.
Skipping site visits? That’s like flying blind.
Your event manager should be touring multiple venues before signing a contract for just one, and they should conduct a pre-planning site visit a couple of months before your event.
This allows them to map out the event flow, logistics, and all the important details.
Plus, they should invite you along to scope things out and ensure everything aligns with your vision.
If they’re not prioritizing this step, they’re not setting you up for success.
🚩 11. Vendor and venue drama.
Bad relationships with vendors and venues are a huge red flag.
A seasoned event planner should have strong industry connections and the respect of those they work with.
If you hear about conflicts or complaints, it’s time to move on.
Related: why a strong venue relationship is key to event success.
🚩 12. They don’t get F&B.
Food and Beverage (F&B) is usually the biggest expense in any corporate event budget, even surpassing production costs. This holds true whether you're planning an intimate executive gathering for 50 or a large conference for 5,000.
Since it’s a major investment, your event manager should know the ins and outs of F&B calculations.
If they can’t explain how they’ll optimize your F&B strategy—like calculating realistic breakfast guarantees—they might not have the expertise you need.
Related: accurately calculating your F&B guarantee for your corporate event.
FAQs about spotting event management red flags.
How can I tell if an event manager lacks the experience needed for my event?
Their responses should be confident and solutions-focused.
An experienced planner seeks answers independently instead of repeatedly asking you for guidance.
They’re resourceful, organized, and proactive.
What behaviors indicate that your event planner doesn’t respect your event’s goals?
Watch for box-checking without creative input, lack of follow-up, and a failure to offer alternative solutions.
The best planners think outside the box and go the extra mile.
Can you share an example of a red flag that caused issues?
Once, we worked with a registration partner who was a one-person show.
By the time they got overwhelmed, we were left doing hours of cross-checking spreadsheets for travel and rooming lists.
Don’t wait until disaster strikes—ask about team capacity upfront.
What should raise eyebrows during the initial consultation?
Spelling errors in their materials, inconsistent messaging among team members, and the inability to share past work examples.
If they can’t put their best foot forward during the pitch, what can you expect later?
How can I use reputation as a litmus test?
Ask for references and reviews.
Companies unwilling to provide them might have something to hide.
Check award sites and affiliate programs for credibility.
Conclusion
When it comes to your corporate event, don’t settle.
Trust your gut and these red flags to steer you toward a planner who will make your vision come to life without unnecessary stress.
Ready to plan your next event?
For more than 15 years, GoGather has delivered incredible corporate events that support your creative concept, organizational mission, and event goals.
Our team is made up of the industry's most seasoned event experts who have seen and done it all. Let’s chat about how we can help you plan your best event yet.
