When you need to organize an event, you have two choices: to do it alone or hire an agency. If you have never been involved in event organization, take a heads up and prepare – this is a truly complex and demanding task. However, in case you decide that hiring a company is a good way to go, there are again things you should know. First of all, it is indisputable that the event management companies are saving your time and second of all, they make events more attractive, memorable, efficient, organized and overall – successful. It seems that there is no easier task than to google and choose an event company to organize the event for you. The problem is which one to choose from and how to choose the best.
Know your needs.
Before contacting the Events Agency make sure they can offer exactly what you need. Be concise and enumerate specifically your requirements. It does not hurt to ask for an official or comparative offer from the chosen agency.
Do a background check of the company.
There are a lot of small one band / bedroom type agencies operating out there who copy and paste images & text to make their websites to look glamorous and knowledgeable. Due to legal and contractual obligations, as well as the quality of work, it is the safest to get to know the company you chose. If you have selected a small, new or never-heard-off company, it is very important to check the legality of their papers and the existence of the office. You do not want to make an advanced payment and never hear from them again. Check their status with the local registrar of commerce, ask for previous experience and real references from previous clients.
Does experience matter?
Experience, along with the price, should play a decisive role in picking out the best company. Why is this so? Experience is best acquired through practice, while a number of successfully executed jobs are usually a vouch for quality. How to do it? Ask the company to deliver their references and if it is possible video presentation where you can see some of the events they have organized. Having a professional presentation can be one of the indicators of the seriousness of the firm itself.
The 3 A’s.
An excellent event manager will be available, approachable and accessible. Good communicating does matter since working with a large number of people requires advanced social skills. This is why you should make the most out of the very first conversation with the representative of the company. Use this chance to ask everything you want to know about the organization of your event and to see if it is possible to have the manager available all the time. During the course to the event build it will go through changes ensure the chosen agency are flexible to meet and handle these demands.
Company’s associates model your event.
The company you hire organizes the event, but the staff, external partners and agencies create it. Therefore, it is important to find out as much as possible about them. Do this by asking for a list of suppliers, vendors and others and checking the quality of the goods and services they provide.
Find the budget flexibility.
Budget plays one of the vital roles when choosing a company; and although the price should not be crucial, sometimes it is the deal breaker. If you are on a tight budget, have in mind that hiring a cheap company does not necessarily mean low quality. But also, the costlier one can be considered an option as long as you cut down on some other expenses.
Ensure quality equipment
If organization of your event requires light and sound system, logistics, or some more specific equipment, ask if the company owns such equipment and if it provides the services. Otherwise you will have to do that part of the job by yourself.
Don’t be directed and driven by just one factor when choosing the right event management company. They all have a lot to offer, but sometimes you will not need everything in their service list.