In the business world, events are an essential means of promoting a company, building partner loyalty and strengthening internal cohesion. To achieve these objectives, it is essential to use the services of an event management company. This article takes you through the various steps involved in choosing a company specialized in the organization and management of professional events.
Understanding the world of event management companies
Event management companies are involved in a wide range of aspects of day-to-day corporate life. From the conception to the realization of events, they are called upon in particular for :
- organizing seminars, congresses or conferences
- Creating trade shows and exhibitions
- staging sporting or cultural events
- Developing team-building and team-building events
- Public events such as festivals and galas
To guarantee the success of such events, it’s crucial to turn to an event management company with specific skills, such as :
- Mastery of the overall event schedule: potential obstacles, sponsors and scheduled dates.
- Expertise in finding venues or accommodations suited to the customer’s needs.
- Versatility in managing both technical elements (sound, lighting) and creative elements (scenography, decoration).
- Expertise in logistics and coordinating teams and partners
- A personalized approach and the ability to adapt to specific requirements
Finding the right event management company
To bring your event project to fruition, it’s important to opt for a competent, responsive company. In particular, you can :
- Call on your professional network for recommendations and opinions on the best service providers on the market.
- Explore the web, dedicated forums and specialized sites to compare available offers.
- Visit the daily corporate life page.
- Analyze the portfolio and references of the companies you are considering, to make sure they have already worked on similar projects.
Once you’ve selected a few candidate companies, it’s time to submit a detailed and comprehensive set of specifications. These should include
- The objectives and expectations of the event
- The desired date and venue
- Approximate number of participants
- Estimated budget for the entire project
- Logistical considerations: accommodation, catering, technical equipment, etc.
- Communication and marketing elements: visuals, communication media, video recording or photography, social networks, etc.
Understanding the criteria for selecting an event management company
To choose the best event management company for your needs, several selection criteria are essential:
- the technical and artistic skills of the working team
- Consistency between the proposed budget and the services offered
- Team involvement in meeting your needs: availability, efficiency and good communication.
- Pay attention to lead times!
- A solid portfolio of past references is essential
Don’t hesitate to request quotes from several companies to compare their proposals before making your decision. Keep in mind, however, that price should not be the only criterion of choice: quality of service and personalization of the offer are also key factors in the success of your business event.
Prepare a comprehensive briefing for the event management company
Once you’ve chosen your provider, it’s important to prepare all the information you need to pass on to them. The briefing should contain :
- All details relating to the specifications: objective, date, venue, participants and budget
- Your wishes in terms of location, decoration or entertainment: a specific atmosphere required? Colors to be respected according to the theme?
- Be precise!
- Means of communication before, during and after the event: relay on social networks, e-mails to participants, invitation cards, etc.
- The list of speakers attending the event, if applicable
- Expectations for the big day: logistics and planning for the day, on-site work team, etc.
- Think about the unexpected
Ultimately, choosing the right event management company is essential to guaranteeing the success of your project and optimizing your business benefits. By following these tips, you’re putting all the chances on your side to create an event that will leave a lasting impression and fulfill your strategic objectives.
