The key role of event management companies: What you need to know

What is the role of an event management company?

The success of your professional conference or corporate event will depend on the careful planning of your event from start to finish, paying attention to the smallest details and considering any pitfalls that may arise. This is where an event management company can help.

What is event management?

Event management involves the intricate process of planning, coordinating and executing events, whether it’s corporate, social, or public. The journey begins with conceptualisation, theming and logistical organisation, which then evolves into a creative strategy and precise execution to meet the client's or host's objectives. A comprehensive approach includes budget planning, supplier management and marketing and on-site operations. While many businesses attempt to organise events on their own, experienced event managers are essential for handling all the details, ensuring the event runs smoothly and most of all, successfully.

The role of an event manager

Event managers can work in-house or for an event management agency or company. Event managers wear many hats:

·         They are visionaries who turn ideas into reality, with responsibilities that go far beyond logistics

·         As creative thinkers, problem solvers and skilled multitaskers, they ensure the smooth execution of every detail

·         Often acting as the primary organiser, an event manager oversees the entire process - developing the concept, managing logistics, handling finances and coordinating vendors

·         They also take charge of risk management, identifying and resolving potential issues to ensure the event's success from start to finish.

Although in-house event managers (those who work exclusively on their organisation's events) are deeply familiar with the brand, culture and internal goals of their company, event managers working for an event management company often bring broader experience. Through their work with multiple clients across various industries, they have a wide network of suppliers and often provide innovative creative solutions for a more diverse event portfolio.

A great event manager working in an agency will always spend time understanding the goals of any event and the specific needs of each client. This dedication ensures that each event is tailored to meet the client's unique requirements and achieves the desired outcomes.

Want to know more about becoming an event manager?  Read more here: Everything You Ever Needed to Know about Becoming an Event Manager | Outsourced Events

What services do event management companies and agencies offer?

Event management companies or agencies offer an array of services that often focus on pre-event planning, onsite event execution and post-event analysis and reporting.

a) Pre-event

Prior to the event, event managers work closely with the client to understand the client’s goals and to conceptualise the event, taking care of:

1. Strategic planning: Aligning event objectives with business goals.
2. Venue selection and logistics: Finding and preparing the venue, catering and transportation.
3. Marketing and promotion: Managing event branding, social media and public relations.
4. Vendor and supplier coordination: Managing contracts with suppliers for AV, décor, catering and entertainment.
5. Budgeting: Ensuring that all aspects of the event are delivered on budget.

From co-ordinating suppliers and managing the event timeline to troubleshooting any unforeseen challenges, event managers ensure that all aspects of the event, from catering and lighting to audiovisual (AV) equipment to agenda management all run smoothly.

b) On-site event execution

When onsite, event managers are responsible for overseeing the seamless, enjoyable and memorable experience of all attendees. They work closely with the client and the venue, manage all suppliers, troubleshoot challenges and manage sponsors and exhibitors.   Event managers will typically be responsible for:

1. The attendee experience: Providing a friendly and efficient registration experience, clear signage, organising facilities and troubleshooting in a calm and professional manner.
2. Smooth execution: From build to breakdown, seamlessly running the event schedule; managing the speakers; and managing all suppliers, from catering to AV. Event managers are experts at swiftly and proactively resolving unexpected challenges or emergencies.
3. Safety and security: Event managers look after the safety and security of everyone onsite. This includes incorporating safety measures, risk assessments, emergency responses and contingency plans.
4. Sponsor and exhibitor management: They Work closely with sponsors and exhibitors to ensure the event meets their objectives and ROI.
5. Supplier management: Overseeing suppliers to ensure every supplier has what they need to perform their roles effectively, including ensuring all services are delivered to schedule and are of a high standard.
6. Real-time adjustments: Proactive decision making, ensuring the event continues to run smoothly and disruptions are minimise.
7. Brand image: Enhancing the client’s brand reputation by fostering trust and loyalty among the attendees, through exceptional execution of an event which reflects on the client’s brand.

1.c) Post-event

Post-event, event managers focus on key tasks required to close the project:

1. Debriefing: Reviewing the event’s successes and areas for improvement with the team and clients.
2. Budget reconciliation: Finalising payments and settling outstanding invoices.
3. Feedback collection: Gathering attendee, supplier, speaker, sponsor/exhibitor and client feedback to assess the event’s impact.
4. Reporting and analysis: Compiling data on attendance, engagement and financial performance.
5. Post-event marketing: Sharing event highlights through photos, videos and testimonials to maintain engagement.

How to choose an event management company or agency

Now that you know what an event management company does and how they can help, you’re probably wondering how to choose the right one for you.  Here are four things to look out for:

1. Specialisation: Choose an agency with experience in your type of event and sector, whether it’s a tradeshow, corporate gathering, or a conference.

2. Reputation: Look for reviews, testimonials and case studies.

3. Transparency: Ensure the agency offers clear communication and detailed pricing.

4. Creativity: Look for an agency with innovative ideas and the ability to adapt to your vision.

How to get the best from an event management agency or company

Having appointed your agency, you’ll want to ensure you’re getting the best from them. Here are, five steps to set you on the right path:  

1. Clear communication: Provide detailed goals and objectives upfront.
2. Collaborate on vision: Share your ideas but remain open to the agency's creative solutions.
3. Set a realistic budget: Ensure that the budget is aligned with your event goals.
4. Engage early: Involve the agency early in the planning process to maximise their input.
5. Provide feedback: Stay involved through feedback and status checks to ensure everything aligns with your vision.

You can read more on this topic here: Getting the Most from Your Agency | Outsourced Events

Benefits of hiring an event management company or agency

Planning an event can be a daunting task, but hiring an event management company or an agency can simplify the process and ensure a successful outcome. Event agency professionals bring a range of benefits, including expert knowledge, time saving solutions, access to trusted suppliers and effective risk management. Here are some key reasons to consider hiring an event management company:

1. Expertise and experience: Event companies bring professional expertise, managing everything from theme development, venue selections, logistics, creative design and green initiatives.
2. Time and stress savings: They handle all details, freeing you to focus on your goals.
3. Supplier network: Agencies have established connections with vendors, often securing better rates and exceptional service.
4. Risk management: They anticipate and resolve potential issues before they arise.

Ready to make your next event unforgettable?

Then partner with Outsourced Events! Let us handle the details, so you can enjoy a seamless and stress-free experience - contact us today.

FAQ: Everything you need to know

What does an event management company do?

An event management company plans, organises and executes corporate and social events, handling everything from logistics, vendor coordination and marketing.

How much do event management services cost?

Costs vary based on event size, complexity and location. Request a customised quote from your chosen agency.

How do I find the best event management company?

Look for industry experience, client testimonials and a strong portfolio of past events.

What are the benefits of hiring an event management company?

Expert planning, time savings, vendor connections and risk management are among the key advantages.