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On a regular basis, we come across many events, and we choose to be a part of only a handful of them. We treasure a few events so dearly, while some bring potential advances to professional life and some help us gain knowledge. And also, there might be events that would have passed like clouds.
From business events, product launches, corporate events, concerts, sports events, and live shows to birthday parties, weddings, anniversaries and other personal events, we come across many events, and some of them are life-changing and highly captivating.
While the scope of organizing the events is numerous, the purpose of each event makes them distinct and exclusive. Some can be mere celebrations, while others can be for business and marketing purposes. Whatever may be the reasons, purpose and objectives, hosting events needs excellent planning and exceptional organizational skills to execute seamlessly and provide the participants with the most memorable experience.
Be it a professional, social or personal event; everyone can’t innately possess all the necessary skills to plan, execute and manage an event smoothly. And along with this, the event planner should be aware of associated external vendors and ecosystems to provide a wholesome event, which includes venues, technology, lighting and sound, food, reception and helpdesk, host, guests, innovation partners etc.
That’s why we need to hire an event management company to plan, execute and manage events on our behalf and make them successful events. Event management companies have extraordinary organizational skills, excellent project management experience and quick problem-solving tactics.
Event companies will understand their client’s needs and provide thorough attention to making their event dreams alive. Their better knowledge of events and industry functions can help you bring in the best resources at the best cost and provide you with successful results and remarkable event hosting.
You can find hundreds of event management companies or freelance event planners in the market today. You must select the best event company according to your event objectives, purposes, and needs.
Before looking for an event management company, you should be ready with a few event fundamentals. You need to set your event objective, whom you are targeting, demographics of your targets, venue/place, what message to communicate, budget, and a defined end goal.
Once you are ready with these event fundamental elements, you can reach out to event companies, who can help you plan and organize your event and help you achieve your overall event end goals.
Here are the top 5 common questions you should ask when hiring an event company to ensure that the event they plan will be best for your needs and requirements.
1.What do you specialize in?
As mentioned earlier, there are many types of events. And there are significant differences in organising business events, trade shows, fairs, fundraisers, product launches, corporate events and personal events. So you need to hire an event company whose expertise and specialization align with your event purpose.
2.What specific services do they offer?
Event planning and management consist of many major and minor works that require coordinating other vendors and resources like venue selection, stage and other interior decors, lightning and sound services, technology partners, hospitality and catering management, etc.
You need to enquire and understand what sub-services they include and cover. Along with that, ask them about their connections with other associated vendors and how broad their ecosystem is so that you can find the variety you want.
3.What type of technology will they use?
There are many technological advances in the event industry. Technological advances have made planning, organising and executing events handier. So discover what type of tools and software they utilise for project management, budgeting, event websites and landing pages, event software, lighting and sound software, CRM, registration, ticketing, analytics and reporting.
You need all this information to ensure that you have access to the best products available because the best technology makes the event production and execution well-organised and successful.
4.How will be the budget and timeline be planned?
You need to understand how much time an event company needs to organise your event. And how their budgeting systems work. Do they charge on an event element basis or as a whole? How do they plan their timeline? How many event planners from their team will assist you? On the event day, how will they help you at the backend? You need to know all this information to understand how the communication and planning process will happen.
5.What are their references/do you have experience with similar events?
References and social proofs are a perfect way to know how the event planners have organised and hosted the events in the past and what impressions their clients have of them. Reviewing their previous work through the pictures, videos, and testimonials will help you know their professionalism and work experience.
Wrapping up
When hiring an event company, be sure to interview and evaluate them. Discuss with different planners before making your choice. Convey all your requirements in detail and ask for whatever insights you need from them. Ensure all your doubts and confusions are cleared by them. These elements will get you to understand their professionalism and passion for organising events.
Wizit is a modern device agnostic in-person DIY event experience app. It is a new-age technology that solves every need of event planners to organise any event effortlessly. It also provides a one-stop solution for the communication needs between event managers and participants.
