How to choose a good event agency?

For several years, the event industry has been experiencing a real siege. Employee trips, concerts, outdoor events - there are more such events in event calendars every year, just like the companies dealing with their organization. But to be fully satisfied with such an event, its preparation should be entrusted to professionals. So what to consider when choosing an event agency?

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A good event agency - price and quality

Often the first guideline taken into account by the event clients offered is the price of the service. This is a huge mistake, because the low price usually goes hand in hand with very poor performance quality of the ordered event. After all, it is impossible to organize a nice outdoor outing with elements of survival for 500 people from the company, when there are three quads on one race track, two shooting ranges with five pitches and a sagan with pea soup eaten with a plastic dessert spoon.


The price plays a huge role when choosing an event agency to prepare the event. But a reasonable cost estimate by the agency, tailored to the client’s needs, is the basis for further cooperation talks. That is why it is worth making a good impression of a sensible contractor at the very beginning.

It is the client who determines the needs when organizing the event

The basis for the valuation of such an order is all the necessary data that the client will provide to the agency. It is on his side to formulate the appropriate question. It must include all necessary information about the planned event, i.e. the number of participants, the nature of the game, the goal that the client wants to achieve with it, and finally the budget he has.

An imprecise request for quotation can threaten one thing: an infinitely long shifting of emails that can frustrate both parties and, as a result, end the cooperation before it starts well. This is also the first signal whether the contact will be established or whether the communication between the two companies will be doomed to failure from the beginning.

A good Event Agency will advise you

A good event agency is distinguished by the ability to examine customer needs. A professional contractor first clarifies the nature of the event (whether it is mass, company or promotional), who it is organized for and what the client wants to achieve with it. On this basis, the agency will be able to plan the project scenario and thus the costs associated with its preparation. This should be a determinant for each commissioner, which agency to organize the event should look for.

Event agencies are divided into specialized in organizing various types of events, so you can choose in offers. But as in every industry, the most important is the reputation and opinions of existing customers. Therefore, before making a decision about choosing the "one", it is worth learning the opinions of other companies. We must be sure that it will bear the burden of organizing the event. The English name of the agency and professional website do not always mean world-class service.

A good idea is a guarantee of a successful corporate event

Finally, an idea for an event. Here, the agency has a really wide field to show off - it depends on whether the client decides to cooperate with her or choose another company. You just have to prove yourself and positively surprise him by doing the right research in the industry in which he works, getting to know his company and on this basis offering solutions tailored to him. Thus, the agency will show commitment to the project and prove the creativity that it boasts. But the idea for the event is one thing. The form of presenting it is also important. Sending a "dry" scenario point by point in the email with a supplementary commentary is the proverbial shot in the foot. This customer will certainly not "kidnap" and will even reject the proposal presented to him in this way. How they see you, that's how they perceive you.

The presentation of the themed event offer is the most important element of "selling" the idea for organizing the event. Therefore, in this case, it is worth showing ingenuity and preparing something really extra, e.g. an interesting, multimedia presentation that will best advertise the agency's services, combined with alternative scenarios in the event of a change in weather or other logistic problems in the organization of the event. In this industry, as the name implies, you have to show up, and if you do it from the best side, then the customer will certainly appreciate it.

EVENT BRIEF - HOW TO START GOOD

Let's start with the fact that, as a rule, clients of the document called brief do not like. They often treat it as an unnecessary invention of the agency and treat it a bit laconic. In reality, however, a brief is a key issue to start a conversation about mutual expectations - client's ideas and the possibilities of their implementation by the agency. The situation with the brief preparation can be compared to a tailor's work order, which, knowing the client's image, cut and budget for the purchase of material, sews an outfit tailored to expectations. The same applies to 'sewing' the event. A well-prepared brief improves cooperation and the entire bidding process. What really is a brief? These are very clear customer expectations.

This is information about what the client expects, what are the guidelines of the event, what is the target group, the expected level of attractions or the artistic cast. And finally or above all - what is the goal of the event to achieve, about which in a moment. The brief is also the starting point for determining the framework of the event's budget, which is often overlooked. We must remember that already 10 thousand. $ in the budget of a large company jubilee makes a huge difference in terms of even additional attractions, such as a professional bartending group, a barista who will serve delicious coffee, or a well known announcer.

It is also an opportunity to enhance the event with unusual elements, such as a system for registering Guests online, a dedicated landing page on which we can communicate with guests before and after the event, or a welcome package. These small elements often determine the quality of the entire event and make guests remember them in a special way. It is important to clarify whether we are talking about an event for 50, 100, 250 or 400 thousand - the so-called 'spreads' in this case, unfortunately, work against the event itself, and in turn the lack of information about the budget deprives you of the chance to receive an interesting and, above all, sewn tailored to the concept.

IN SEARCH OF A PARTNER, NOT AN OFFER

A frequent complaint from clients is that agencies are not paying attention to preparing offers. It is heard on the market that they are based on beaten standards and that the offers are underdeveloped and do not match the client's needs. The core of the matter, however, is not in the offer, but in the client-agency cooperation model, which is primarily about partnership and trust. A creative and unusual scenario - to really catch your heart - requires a lot of work.

However, if the agency is aware that it is one of the seven to which the question was sent, then often the heart is replaced by reason. We try to convince clients to first select a partner, analyzing the experience, portfolio and achievements of the agency, and then after establishing the terms of cooperation, start the process of preparing the offer. Thanks to this, the agency is aware that if it pleases its concept, it will become the executor of its idea. Therefore, a valuable event agency is one that, in addition to being the performer and producer of the event, is primarily an idea provider. It is also a company that deals with the comprehensive preparation of the event, from concept creation, understanding the entire marketing strategy of the company, through the entire logistics process of the event, to the successful implementation. So when looking for an event agency, it is definitely better to choose a business 'partner' rather than a 'bidder'.