A Guide to Choosing an Event Management Company for Your Next Event
Last update: 2 April 2025 at 09:24 am
5.00/5Event management involves everything from choosing the right venue, day and time to managing budget and production costs. There are so many different details involved that in most cases it’s smarter to hire an event management company. In this article, we will walk you through the different steps of choosing an event management company.
Remember, a well-designed and executed event increases leads, brand awareness, loyalty and sales. 60% of executives believe events are the most important marketing channel for achieving their overall business objectives.
What do Event Management Companies Do?
Event management companies are responsible for planning, organizing, and executing events. They handle everything from initial concepts to post-event evaluation. They are there to ensure that everything runs smoothly and that attendees have a memorable and valuable experience.
- 👩💻Plan and strategize your event
- 📍Find and contract a venue
- 🙆♂️Find and coordinate vendors (catering, decorators, sound, lighting, security, etc.)
- 💵Manage your budget and logistics
- 👥Manage your event team
- 🗨️Maintain communication with you
- 🗣️Find and engage speakers, guests, hosts
- 🔎Oversee and manage the event
- 🔎Conduct post-event evaluations and surveys
Benefits of Working with an Experienced Event Management Company
There are many benefits to partnering with an experienced event management company, including
- Access to a team of experts in creating memorable experiences.
- Access to an extensive network of resources (vendors, designers, performers, speakers, coordinators, funding sources, etc.).
- Saves time and reduces the stress associated with planning and execution.
- Allows you to create experiences that reflect your vision and mission.
- Allows you to incorporate the latest technology into your event (AR, VR, etc.).
- Streamlined approach to budget management and cost saving opportunities.
- Access risk management and contingency plans.
- Access post-event evaluation and data collection.
What to Look for in an Event Management Firm?
As you prepare to begin your search for an event management company, it’s important to get some clarity on what exactly you should be looking for.
Here’s a checklist to help you identify the best potential event management companies to work with.
- 📈Experience: Look for companies with a proven track record of planning and executing events similar to the one you need.
- 🤝Vendor relationships: Always aim to work with a company that can give you access to the right people and vendors.
- 💡Creativity and innovation: Look for those who can help with the creative side of your event planning. This includes theme, design, marketing materials, entertainment ideas, etc.
- 💓Credibility and reputation: Always look for companies with positive reviews and references.
- 🧑💻Technology savvy: The companies you consider should be able to help you make the most of the latest technologies, including virtual reality and augmented reality.
- ⛑️Flexibility: Event planning is full of unpredictable situations. The event companies you consider should be able to adapt quickly and respond in the best way possible.
- 🗣️Communication: Look for companies that communicate effectively with you and with vendors. This is key to getting everything done as quickly as possible.
Choosing an Event Management Company
There are six steps to choosing an event management company:
- Review past events.
- Pay close attention to their communications.
- Find out what differentiates them from the competition.
- Look for references.
- Ask about their costs.
- Evaluate their ability to understand and support your goals.
Let’s take a closer look at what they all mean.
Step 1: Review Past Events
Take a look at the recent events organized by this company. Check out the comments on social media and the web. See if they have organized anything similar to what you have in mind. For more insights, consider looking into the event management companies in UAE.
Step 2: Pay Close Attention to their Communications
See if they are friendly in their communication. If they are available to handle your needs and concerns. Pay close attention to the way they communicate before, during and after your first meeting.
Step 3: Explore What Differentiates Them From their Competitors
Ask them questions about their past events and how they handled certain situations in planning and executing them. You want to eliminate any options that don’t have problem-solving skills or adaptability.
Step 4: Look for References
Ask past clients about their experience working with this event company. Look online and on social media for references. You need to be able to understand if clients are happy with the way they work and the results.
Step 5: Ask About their Costs
Ask them about their pricing structures (flat rate, hourly, percentage, per person, retainer) and their costs. Also, focus on their ability to work within the event budget and maximize profits.
Step 6: Evaluate their Ability to Understand and Support your Goals
Go for that one event management company that has been able to go through each and every step of the ones explained before and that is able to understand your goals, mission and vision.
Conclusion
Choosing the right event management company is critical to the success of your event. Consider factors such as experience, expertise, services offered, and budget to make an informed decision. Ready to get started? Here’s a list of more than 100 event management companies to choose from.
