Social and corporate gatherings of various kinds are commonplace in any type of business. People typically enjoy attending these events because they give them a chance to veer from the humdrum routine of everyday office tasks in order to interact with colleagues. What most of us do not realize is that it takes a serious amount of work to be able to put together a successful event. From the menu to the decor to the entertainment, the important elements of a well-managed event require careful planning and proper execution.
The details of any event – whether it is business-related or not – says a lot about you or the company you represent; therefore, the task of supervising an event should be left to a reputable events agency. As the name clearly indicates, this type of company specializes in planning, marketing, and carrying out of any type of major affair.
Not everyone is keen on hiring someone else to organizing their parties mainly because it would mean additional expense. While it is true that event management services entails significant costs, their expertise would also be greatly advantageous to the client. Hardly anyone is exempt from the global economic crunch, and staying within a limited budget is one of the biggest challenges you can face when organizing an event.
Professional event planners and management experts have multiple connections with venues, caterers, sound equipment rental companies, and the like. A good events agency will send someone to discuss the basics of the affair with you. The first piece of information would naturally be the type of event that is going to take place. This alone would determine the other finer aspects of the entire event.
Another important service that event management firms provide is the creative direction of the planning process. Some clients have a clear image of how they want their party to be, but others do not. You can refer to pictures from magazines or catalogs to help the event organizer put together a solid concept for the event. More collaboration between you and your event manager means greater chances that you will be satisfied with the outcome.
You must also be completely candid about your budget for the party so that the event organizer could pool the best possible tie-ups that fall within your price range. It is also the event manager’s job to negotiate with these companies in the hopes of getting you discounts or freebies. This should not be difficult if you have a well-trained and experienced event coordinator – he or she is expected to have an extensive network of venue owners, caterers, interior decorators, florists, and other partners with whom he or she has solid professional relationships.
Businesses can also benefit from advertising services provided by event management firms. Promoting a concert, for instance, would involve aggressive promotional campaigns, while a class reunion would require a more focused strategy. Event managers have the means to get the word out to the right people just in time for the day of the affair.
During ingress, it is also up to the coordinator to make sure that all partners involved are on schedule so that everything is all set, well before the event actually starts. The amount of convenience and saved time you get to enjoy by hiring an event management expert is definitely worth the extra expense.
OGL Asia is a brand activation company specialising in Events, Exhibition and Design Communications since 1989
