Due Diligence Checklist: How to Select the Right Corporate Event Planner in Canada
Use this tool to help your business make the right selection when looking for a professional event planner for your events.
Why Due Diligence Matters: The Canadian Context
According to the Canadian Special Events Industry Survey, 62% of corporate events exceed their budget when companies skip thorough vetting of their event planners. Furthermore, the Business Events Industry Coalition of Canada reports that businesses who conduct comprehensive due diligence are 3.5 times more likely to report satisfaction with their events.
Use this checklist to ensure you're making an informed decision when selecting a corporate event planner for your Canadian business.
Initial Research Phase
[ ] Industry Credentials
[ ] Verify membership in Canadian professional organizations:
Meeting Professionals International (MPI) Canada chapters
Canadian Special Events Society (CSES)
Professional Convention Management Association (PCMA) Canada East/West
[ ] Check for relevant certifications:
Certified Meeting Professional (CMP)
Certified Special Events Professional (CSEP)
Digital Event Strategist (DES) certification
[ ] Online Presence Assessment
[ ] Review their website for professionalism and service clarity
[ ] Examine social media accounts for consistency and quality of past events
[ ] Check Google Business and Canadian review sites (e.g., Yelp Canada, BBB)
[ ] Search for mentions in Canadian event industry publications
[ ] Regulatory Compliance
[ ] Confirm they have proper business registration in their province
[ ] Verify they carry adequate event liability insurance (minimum $2M coverage is standard in Canada)
[ ] Check if they understand provincial liquor licensing requirements
[ ] Ensure familiarity with municipal event permits in your location
Evaluation Phase
[ ] Portfolio Analysis
[ ] Request examples of events similar to yours in scope and purpose
[ ] Ask for events they've planned in your specific Canadian region
[ ] Review photos/videos of past events
[ ] Evaluate their experience with your industry or event type
[ ] Reference Checks
[ ] Contact at least 3 previous clients (preferably Canadian businesses)
[ ] Ask specific questions about:
Budget management and transparency
Problem-solving abilities
Communication style and responsiveness
Ability to meet deadlines
Knowledge of Canadian vendors and venues
[ ] Financial Due Diligence
[ ] Request a detailed breakdown of their fee structure
[ ] Clarify if they work on commission from vendors (common practice in Canada)
[ ] Ask about their vendor selection process and if they receive kickbacks
[ ] Check their policy on budget overruns and contingencies
[ ] Verify their payment terms align with Canadian business standards
[ ] Operational Assessment
[ ] Review their project management approach and tools
[ ] Assess their team structure and support staff qualifications
[ ] Understand their backup systems and contingency planning
[ ] Evaluate their experience with Canadian weather contingencies
[ ] Check their bilingual capabilities if relevant (essential for Quebec or national events)
Interview Phase
[ ] Strategic Alignment Questions
[ ] How do they measure event success?
[ ] What process do they use to understand your business objectives?
[ ] How do they integrate event strategy with broader marketing goals?
[ ] Ask how they've helped previous clients achieve specific business outcomes
[ ] Logistical Expertise Questions
[ ] How do they handle unexpected challenges?
[ ] What's their approach to vendor management and negotiation?
[ ] How do they ensure compliance with provincial and municipal regulations?
[ ] What technology platforms do they use for event management?
[ ] Communication Style Assessment
[ ] Evaluate their responsiveness during the proposal process
[ ] Assess clarity and thoroughness of their proposal documents
[ ] Determine their preferred communication methods and frequency
[ ] Clarify their availability leading up to and during the event
Proposal Evaluation
[ ] Comprehensive Review
[ ] Compare at least 3 proposals from different planners
[ ] Ensure each proposal includes:
Detailed timeline with milestones
Comprehensive budget breakdown
Specific deliverables and responsibilities
Cancellation and postponement policies (especially important post-COVID)
Clear payment schedule
[ ] Red Flag Detection
[ ] Vague or unclear pricing
[ ] Reluctance to provide references
[ ] Poor communication during proposal process
[ ] Unwillingness to put guarantees in writing
[ ] Limited knowledge of Canadian tax implications or provincial regulations
Canadian-Specific Considerations
[ ] Regional Expertise
[ ] Experience with your specific Canadian city/province
[ ] Understanding of local business culture and expectations
[ ] Established relationships with local vendors and venues
[ ] Knowledge of provincial tax implications (GST/HST/PST/QST)
[ ] Sustainability Practices
[ ] Alignment with Canada's climate commitments and green event standards
[ ] Experience with sustainable event certification (e.g., APEX/ASTM)
[ ] Knowledge of local waste management and recycling regulations
[ ] Ability to track and report carbon footprint (increasingly required by Canadian corporations)
[ ] Cultural Sensitivity
[ ] Experience with Indigenous land acknowledgments and protocols
[ ] Accommodation of Canada's multicultural business environment
[ ] Understanding of bilingual requirements, where applicable
[ ] Accessibility compliance knowledge (varies by province)
Final Decision Making
[ ] Team Consensus
[ ] Include key stakeholders in final decision
[ ] Consider both objective criteria and subjective fit
[ ] Validate that the planner understands your corporate culture
[ ] Confirm budget approval and payment schedule
[ ] Contract Review
[ ] Have legal counsel review the contract (particularly force majeure clauses)
[ ] Ensure cancellation terms are clear and fair
[ ] Verify intellectual property rights for event content
[ ] Confirm data privacy compliance (PIPEDA in Canada)
[ ] Clarify post-event reporting and ROI measurement
Useful Canadian Resources
Meeting Professionals International (MPI) Canada Chapters: Directory of certified professionals
Canadian Special Events Society: Industry standards and planner directory
Tourism Canada Event Database: Government resource for venues and service providers
Provincial Business Event Bureaus: Regional expertise and local regulations
Business Development Bank of Canada (BDC): Guidance on event ROI measurement
Canadian Chamber of Commerce: Local business connections and recommendations
By following this comprehensive checklist, Canadian businesses can significantly reduce the risk of event planning mishaps and ensure they select an event planner who will deliver exceptional value and results tailored to the Canadian business environment.
No matter who you choose, use this tool to help make the best decision for hiring an event planner. For more tips and resources, as well as to see experienced event planning options, Intero Solutions has your covered.
