Choosing the Right Events Management Agency

When it comes to organising an event, using a specialised agency can be a big help. Not only do they reduce stress for you, but can help you find the best suppliers, pick the appropriate entertainment and catering, ensure the program flows smoothly and the event stays within budget.

So how do you go about choosing one? Here is what to look out for.

1. Experience and portfolio

One of the best ways to get to know your potential events management agency is to look at their portfolio of past work.

Firstly, find out what industries they’ve had experience working in. For example, Captivate Events has worked on everything from financial and professional services through to aviation, defence and HR.

Also, look at whether they have organised events of a similar size and type to yours – if you are organising a large conference for instance, check they have that experience. Again, Captivate has worked on a wide range of events such as awards programs, national conferences, gala dinners and roadshows.

An event management agency will often have case studies or testimonials, so you can read about them on their website.

2. What services they offer

Many agencies offer a full range of services – such as Captivate Events does – while some may only be able to handle some aspects. So it’s important to check.

Firstly, there’s the venue-related services such as venue selection, catering and hospitality and audiovisual and production coordination.

You also might want to check whether your event agency can procure speakers for you and develop the content for your program and other collateral. Ask whether they will handle delegate invitations and travel for key speakers and guests.

On the day, there is a lot to think about, so check whether your events agency offers on-site event management, plus any other transport, logistics and safety and security services you require.

If you’re planning on offering a hybrid virtual/in-person event, check whether your event management agency can offer this as well.

Think about the tasks you’ll need to complete before the event as well, such as negotiating contracts and developing a conference website and/or mobile apps, plus handle any other legal and compliance issues you might run into.

And lastly, ask your agency whether they have post-event evaluation services to help you gauge success and note any improvements for future events.

3. Clear, inclusive budgets

When picking an event management agency, make sure to discuss costs upfront so you can ensure they work within your budget while delivering high-quality results.

Often, agencies will deliver bespoke quotes for your event, so do not be shy to request one that’s tailored to your needs.

If your event agency offers standard packages, make sure to clarify inclusions, as sometimes they do not include services like staff and audio-visual.

4. Creativity and innovation

A really great events agency will be able to bring fresh ideas and creative solutions in order to meet your event’s objectives.

Pick a team such as Captivate that’s known for creativity, expertise, and meticulous attention to detail, so they can take your event ideas and transform them into great experiences.

If you’re not sure, look at past events and how the agency has incorporated themes, branding, or unique elements.

5. Communication and responsiveness

Organising an event is a true partnership that requires trust and communication. Therefore, it’s essential to make sure that your agency is easy to reach and responsive to your queries. Ideally, you should have a dedicated conference producer or other contact who can be a central point for communication throughout the planning process.

In addition, a good agency will be proactive, chasing deadlines and anticipating needs before you have to chase them.

Organising an event is a big task, and using an event management agency can reduce the stress enormously while ensuring a great result. Carefully evaluating these factors will help you choose an agency that meets your needs and ensures a successful event.

To find out more about an events agency that meets all of the above, contact Captivate Events and Communications.