Events agency: What are they and what services do they provide?

Organising an event is a big undertaking. Get it right, and you’ll have a fantastic event that showcases your expertise and wows your target market. However, making it a success takes time and effort, and there are plenty of obstacles you might run into along the way.

An events agency specialises in planning and executing events of various scales and types, such as corporate events, exhibitions, awards and product launches. They handle everything including the logistical, creative, and strategic aspects.

Here’s a bit more about what services they provide to help your event run smoothly.

When’s the right time to hire an agency?

You can hire an event agency at any stage of your event – and they might come in handy earlier than you think. Firstly, you might use their help in the initial phases, as you brainstorm ideas and create a concept for your event.

This is where the creative input and industry expertise of quality agencies like Captivate Events might come into play, as they can help you plan out the thematic aspects, including decor, branding, and event styling. This includes designing stages, signage, invitations, and other elements that align with the event's purpose and branding.

An event agency can also plan out your event so you’re organised from the start – they create timelines, allocate resources, and make sure all the elements are coordinated.

Organising logistical details

Event agencies will also take the lead on planning logistical details such as the venue and catering. This means identifying the right suppliers or venues, negotiating pricing and inclusions, and handling the booking process. Agencies will do this while considering factors like capacity, location, accessibility, and ambiance.

They also manage and track other practical aspects like transportation, equipment rentals, staffing, and technical support. Agencies ensure smooth operations by coordinating schedules, suppliers, and on-site teams.

Programming and marketing

An event agency will design a program to meet your needs, including coming up with themes and topics for discussion, as well as securing the right speakers.

For public-facing events, agencies can provide marketing services like social media campaigns, email marketing, public relations, and ticket sales. 

They have plenty of strategies to help attract and engage your target audience effectively.

Budgeting and compliance

Events agencies are experienced in managing budgets, so they can help you  create and adhere to one. They allocate resources efficiently, negotiate with vendors, and track expenses to ensure cost-effectiveness while maintaining quality.

Agencies like Captivate also identify potential risks and implement strategies to mitigate them, such as contingency planning and on-site troubleshooting. They also ensure compliance with local regulations, permits, and safety standards, giving you peace of mind.

On the day and post-event

Hiring an event agency is also extremely useful on the day of your event, as they can be there to help you ensure that everything runs smoothly and to deal with any issues that arise. 

An agency can also ensure your event sign-up process is efficient and effective, and your speakers are briefed and ready for their sessions. An events agency will also handle suppliers on the day, such as technicians and caterers, giving you one less thing to worry about when it comes to your event.

And as well as on the day support, an events agency can provide a post-event  evaluation to help you measure success and identify areas for improvement.

Planning an event can be stressful, and hiring an event management agency can make a big difference to your event. They can help with everything from planning and theming through to developing a strong program and supporting you on the day, making your event successful and hassle-free.

For more information on how to work with an events agency, contact Captivate Events and Communications for a chat.