Wy You Need to Hire an Event Company
Are you about to plan a major event for your business? Does your company need a conference to launch their new product? You need an event management company.
Handling the logistics of a conference, function, or even a company picnic takes a master of organization. There are decorations, entertainment, food and drink, venues, and more to sort out. Budgets must be balanced; vendor relationships managed.
That’s where event management companies come in.
They remove all the stress. You don’t need to worry about live entertainment or who’s serving the canapes. The event company sorts everything out. That means, when the big event finally comes around, you can sit back and enjoy it. They’ll be on hand to fix anything that might go wrong.
Event companies are life-savers.
Are you sold yet?
If not, below we discuss the ins and outs of event companies: what they are, what they do, and just what makes them so special. Learn more about event management companies and decide if hiring one is right for you.
What are event management companies?
Event management companies are tasked with organizing and executing events from start to finish. That includes conferences, conventions, concerts, trade shows, festivals, and ceremonies. No matter what the company envisions, it’s an event company’s job to bring it to life.
They don’t do this alone.
Event companies often contain teams of people who work on the project, booking venues, and hiring caterers. Indeed, with vast experience in the industry, event companies often have numerous contacts and vendors. In fact, the vendors will often come as part of the package.
That’s a major bonus.
There’s nothing better than a vendor who comes with tons of experience and the recommendation of a seasoned events manager. Events managers even supervise events planners (we’ll explain the difference a little further down).
What do event companies do?
Now you’ve got a rough idea of what an event management company is, it’s time to explore what they do. In short: how does the average event manager spend their day?
- Viewing and reserving venues
- Booking and coordinating vendors, e.g., catering
- Selecting public speakers or entertainment
- Conducting health and safety checks
- Ensuring all the necessary forms, permits, and insurance are obtained
- Designing emergency plans
- Solving problems during the event
That’s just a taste of the job they do. Think of them as the producer of a film. Whatever scene – or in this case, event – is needed, it’s the event manager’s job to make it happen. Indeed, at their best, you’ll never know they’re there because the event will be flowing smoothly.
Contrary to what people assume, it’s a tricky job.
While most people can handle organizing a company lunch, the sheer scale of large functions is staggering. More people mean more moving parts means more can go wrong. It takes an expert to keep it all running.
Government departments, charities, non-profits, corporations, associations, and more all use event management companies to organize their big tentpole events and meetings. That means they don’t need to use in-house staff and don’t have the hassle of keeping track of the planning progress.
Instead, they trust in a dedicated team of industry experts.
What does an event company offer?
Planning an event is enough to send anyone gray. Yet, that doesn’t stop overeager public relations or corporate marketing departments from thinking it’s a piece of cake.
It’s only after they dive in headfirst that they realize they’re stuck in the deep end. And no one’s coming to rescue them. The solution is obvious: hire an event company.
Before you ask why, here are the top reasons you need to hire an event management company:
- Save time and money
Mistakes cost. And doing it yourself guarantees a lot of mistakes are going to happen. Save the hassle; drop the stress: outsource to an event company.
They’ll organize your event quicker, cheaper, and better than in-house staff. They’ve got industry connections to negotiate the best price with hotels, venues, and suppliers. All you need to do is put a date in the company diary.
- New ideas
With years of experience, event companies can suggest new and exciting ideas for your events. They’ll be able to tailor tried and tested solutions to your business and staff. And they’ll do it all within budget.
So, if you want to inject a little imagination into your events: hire an event management company.
- Manage risk
What happens if the power fails? How do you handle a fire? Risk is everywhere in life. Few things ever run smoothly. That’s why you need an event company. They plan for all eventualities. So, when the worst happens, they’re ready with a plan of action. Indeed, a health and safety plan is absolutely 100% essential for any function you want to plan.
- On the day support
Event management companies aren’t done until the last guest leaves. Throughout the day of the event, they’ll be on hand to ensure everything runs smoothly. From deliveries to refreshments, they keep the show running on time and on budget.
They’ll also brief the venue staff about what is required, and work as an interface between the vendors and the business. With a thousand things that can go wrong, having that added support makes a world of difference.
- Experience. Experience. Experience.
It borders on the cliché: you can’t buy experience. As any event management company will tell you, organizing and running such events can only be taught on the job. You can throw cash at an event, but without the wisdom of a guiding hand, it’s pointless.
Indeed, you need the utmost attention to detail, impeccable communication and time-management skills, and the ability to act with grace under pressure.
Little wonder major corporations value event managers so much. They’re quite literally indispensable.
- Manage the details
Sometimes the best bit of a day is in the details. It’s the difference between the good and the great, the better and the best. Whether it be the room decorations or the evening’s entertainment, event management companies never forget the particulars.
They’ll transform your venue and event into a truly unforgettable experience. They’ll dot the i’s and cross the t’s. So, everything is perfect down to the photographer and even the parking. They quite literally think of everything.
Event Management vs. Event Planning: What’s the difference?
All too often do people assume event management and event planning are the same. You’ll often see the terms used interchangeably
They are similar. But there are also key differences.
To put it simply: event planners generate the vision, event managers put it into action. It’s sort of like the difference between a director and producer on a film. Only the event management company is there on the day, ensuring the event goes well.
Still, responsibilities are often exchanged. Some event planners will happily do the booking and organizing; while, event managers can also develop a vision for the event.
Let’s recap: Key Takeaways
- Event management companies organize and run large-scale events like conferences, festivals, even company picnics.
- Often event companies will work with trusted vendors, venues, and services with whom they’ve worked previously.
- Event planners develop the overall vision for the event; event managers execute and manage the event from start to finish.
- Event companies are hired by all manner of organizations, including governments, corporations, non-profits, and more.
- By hiring an events manager, you can save money and reduce delays when planning a major event.
Convinced yet? If not, good luck – you’re going to need it! Events management is a stressful industry. You need to be on top of your game, or the event will spiral out of control.
Don’t start pulling your hair out in stress. Don’t risk sleepless nights. Hire the professionals.
BW Productions has years of experience managing events from large corporate functions to intimate meetings. We know what you need, and we always deliver a magical and memorable event.
Book a consultation with us today, and we can discuss your vision for your event.