Finding the best event planners in Napier starts with knowing who can take a wedding, a work function or a fundraiser off your hands, from venue sourcing and supplier bookings to the run sheet on the day. Most event planners working in Napier are based across wider Hawke’s Bay and cover Napier, Hastings and Havelock North alike. Planit Events and Society & Co. Events handle full planning and on-the-day coordination, while Ortons pairs event management with catering from its base in Meeanee.
1Planit Events
Planit Events is a Hawke’s Bay owned and operated event management company founded by Rebecca (Bex) Tacon, planning corporate events, weddings, private parties and fundraisers from small gatherings to large-scale public events. The team works across Hawke’s Bay and Gisborne and draws on a wide network of local suppliers, which suits couples and organisations planning from outside the region as well as locals.
Services
- Wedding planning for homes, restaurants and bespoke venues
- Business events and corporate functions
- Fundraising and charity event management
- Private events and parties
- Temporary hospitality and admin staffing through Planit Staff
Highlights
- Runs The Cocktail Party each year in association with the Hastings Karamu Rotary Club
- Works with Greenmeadows Rotary Club on the Artex National Exhibition and Sale
- Can plan and manage all of an event or just the parts you need
- Covers events across Hawke’s Bay and Gisborne
Location & Contact
Name: Planit Events
Address: Hawke’s Bay
Phone: 021 149 0574
Website: planit.co.nz
2Society & Co. Events
Society & Co. Events is a Hawke’s Bay event management and wedding planning business led by founder Pippa Layton, who brings more than three decades of experience in catering, wedding planning and event management. It works with clients across Napier, Hastings and Havelock North on weddings, corporate functions, charity fundraisers and community events.
Services
- Full wedding planning with on-the-day delivery
- Partial wedding planning and on-the-day coordination
- DIY wedding consultations
- Corporate event management, including budgets, ticketing, RSVPs and sponsorship
- Charity fundraiser and community event management
Highlights
- Founder with more than 30 years in catering, weddings and events
- Twelve years working within the Hawke’s Bay events industry
- Can source MCs, speakers and entertainment for corporate events
Location & Contact
Name: Society & Co. Events
Address: Hawke’s Bay
Phone: 027 418 7452
Website: societyandcoevents.co.nz
3Ortons Catering & Events
Ortons is a family-run catering and event management company in Meeanee, Napier, founded in 1981 and now owned and managed by James Orton. Alongside its catering, its team of chefs, event managers and service staff handles event planning, venue access, bar management and styling, from intimate dinners and marquee weddings to gala dinners for 800 guests.
Services
- Event planning and management
- Wedding and event catering
- Venue access at The Old Church, Church Road Winery and Silverford Homestead
- Bar management and function staffing
- Styling packages and event hire
Highlights
- Catering and managing events in Hawke’s Bay since 1981
- Home base at The Old Church, a restored 1850s building among vineyards
- Caters at the Hawke’s Bay Racing Spring Carnival, Art Deco Festival and Horse of the Year
- In-house stylist and pre-styled tablescape packages
Location & Contact
Name: Ortons Catering & Events
Address: 199 Meeanee Road, Meeanee, Napier 4112
Phone: 06 844 8866
Website: ortons.co.nz
4Little Stone
Little Stone is an independent creative event management company based in Hawke’s Bay, founded in 2017 by Beth Elstone after eight years working in event venues. It specialises in festivals, community celebrations and live music events, taking on the logistics, compliance and bar operations that larger public events need, and suits councils, organisers and brands running events open to the public.
Services
- Event feasibility, project planning and budgeting
- Event permits, health and safety plans and council liaison
- Bar operations and special liquor licences
- Artist programming and talent booking
Highlights
- Has worked with Napier City Council, the Art Deco Festival and New Years Eve Napier
- Runs its own Collins Street Festival and Jazz In The Park events
- Builds zero waste planning into events
- Arranges traffic management through qualified providers
- Offers cashless bar systems with post-event sales reporting
Location & Contact
Name: Little Stone
Address: Hawke’s Bay
Phone: 027 631 6199
Website: littlestone.co.nz
5Story Events
Story Events is a wedding and events planning business run by Sarah from rural Hawke’s Bay, drawing on more than a decade in the wedding and events industry. It plans weddings, elopements, private parties and corporate events across Hawke’s Bay and Manawatū, and suits couples who want either a single coordinator for the day or full planning from the first mood board.
Services
- Full wedding management
- On-the-day wedding coordination
- Elopement planning
- Private party planning
- Corporate events, conferences and team-building retreats
Highlights
- On-the-day coordination from $2,500 plus GST and full wedding management from $6,750 plus GST
- Twelve hours on site across ceremony and reception
- Online wedding planning tool for full management clients
- Attends the wedding rehearsal for up to 1.5 hours
Location & Contact
Name: Story Events
Address: Hawke’s Bay
Phone: 027 335 8103
Website: storyevents.co.nz
Event Planners in Napier at a Glance
| Business | Highlight |
|---|---|
| Planit Events | Runs The Cocktail Party each year in association with the Hastings Ka... |
| Society & Co. Events | Founder with more than 30 years in catering, weddings and events |
| Ortons Catering & Events | Catering and managing events in Hawke's Bay since 1981 |
| Little Stone | Has worked with Napier City Council, the Art Deco Festival and New Ye... |
| Story Events | On-the-day coordination from $2,500 plus GST and full wedding managem... |
How to Choose the Right Event Planner in Napier
- Match the planner to the event type: wedding planners, corporate event managers and festival producers work in different ways, so check they regularly handle events like yours.
- Decide how much help you need: options range from a one-off consultation or on-the-day coordination through to full planning from concept to pack-down.
- Ask about supplier networks: a planner with established Hawke’s Bay caterers, stylists, hire companies and venues can save time, especially if you are planning from out of town.
- Check who handles compliance: for public events, confirm who manages permits, health and safety plans, traffic management and alcohol licensing.
- Get the scope and fees in writing: clarify hours on site, number of meetings, which suppliers they book for you and what is excluded before you commit.
Frequently Asked Questions About Napier Event Planners
What does an event planner do?
An event planner scopes the event, sets the budget, sources the venue, books and manages suppliers, builds the timeline and run sheet, then runs the event on the day so you and your guests can enjoy it. Some planners focus on weddings, others on corporate functions, fundraisers or public festivals.
How much does an event planner in Napier cost?
Costs depend on the size of the event and how much of it the planner handles. Wedding planners in Hawke’s Bay commonly offer tiered packages, with on-the-day coordination costing noticeably less than full planning, while corporate and public events are usually quoted on scope. Ask for a written quote that lists what is included.
What is the difference between full planning and on-the-day coordination?
Full planning covers the whole journey, from concept and venue selection to supplier bookings, budgets and the day itself. On-the-day coordination is for people who have done the planning themselves; the coordinator typically takes over a few weeks out, confirms suppliers, shares the timeline and manages the event on the day.
Do event planners in Napier also work in Hastings and Havelock North?
Yes. Most event planners serving Napier are based around Hawke’s Bay and work throughout the region, including Hastings, Havelock North and Meeanee, as well as winery and rural venues. Some also travel to Gisborne or Manawatū for events.
How far ahead should I book an event planner?
Book as early as you can, particularly for weddings in the summer season and for events that clash with major Hawke’s Bay dates such as the Art Deco Festival. Large festivals and public events are often planned six to twelve months ahead, while smaller private functions can work with a few months’ notice.
Do I need a licence to serve alcohol at my event?
It depends on the event. Selling alcohol, or running a ticketed event where drinks are included, generally needs a special licence, while a private function where the host supplies drinks free of charge may not. Check with the Napier City Council alcohol licensing team well ahead of the date, and ask your planner or caterer whether they manage the application.
Can a planner help with a corporate conference in Napier?
Yes. Corporate event planners can handle venue recommendations, speaker and MC sourcing, registrations and ticketing, sponsorship, catering and event-day delivery, which is useful for businesses organising a conference or awards night without a dedicated events team.
How We Chose the Best Event Planners in Napier
Every business in this guide was found by searching for event planners in Napier, then checked against its own website. Names, addresses and phone numbers are taken from the business’s own site rather than a directory feed, so what you see here is what they publish themselves. We also check that each one is actually based in or genuinely serving Napier, rather than a national operator running a local landing page. A business with no website of its own is not listed, because there is no primary source to verify it against.