Organising a corporate event can be a complex and difficult job. It is little wonder that many businesses choose to outsource their event management to a professional event company. But what do event management companies actually do? How do they take care of different aspects of your event? And how do you know which event management agency is the right one for you to choose?
Here we take a look at corporate event management companies in detail to help you make this all-important decision and ensure your event is exactly what you are looking for.
What does event management involve?
Event management is the process of coordinating and facilitating every aspect of an event. From large-scale events such as festivals and sports events through to corporate events, weddings and private parties, every event involves a lot of planning and management if it is going to run smoothly. Professional event management companies are often hired to take care of these processes as they have the knowledge, experience and contacts to take care of every element of an event from the initial concept right through to facilitating the event on the day.
There are numerous aspects involved in event planning. These can include:
- Devising a theme and itinerary
- Setting a schedule
- Venue hire
- Arranging catering, transport and any equipment needed
- Sending out invitations and handling RSVPs
- Administration, including taking care of the paper trail
- Being the main point of contact for everyone involved in the event and liaising between them all
- Having a team in place at the event to ensure it runs smoothly
There can also be many other elements involved. As every event is different, each one will have its own individual requirements.
Taking care of all these different and varied tasks involves excellent project management and organisational skills. This is why many people and businesses choose to outsource the management of their events to a reputable event company.
How do event management companies approach the task?
Most event management companies are made up of teams of highly experienced and trained people. There may be a particular event manager assigned to be the lead contact on your event but they will not work alone. Event management is a team effort; as there are so many different elements involved, it is simply too much for one person to handle.
This is one of the main advantages of outsourcing the organisation of your event to an event management agency. The team work together on different events all the time so they know exactly what is involved in putting on a successful event. Everyone understands his or her role and will complete it on schedule and on budget, ensuring that all the elements come together on the day to produce a smooth, memorable and enjoyable event for all your guests.
However, not all event management companies take care of everything in-house. Some have smaller teams than others so they might outsource some of their event management services to freelance staff who they contract on a project-by-project basis. These are usually people they work with regularly and have built up trusted relationships with. However, it often makes for clearer communication and a smoother process if the entire team is based in-house. It also makes it easier for you to get to know exactly who is involved in managing your event so you can liaise with them if necessary.
What does the process of having your event managed involve?
After you have made contact with an event company, you will usually have an initial consultation with an event manager. They will discuss your requirements with you and offer suggestions and different options for your event, such as themes and venues that will attract the type of guests you want to invite. You will also discuss your budget at this stage so the event company can devise an event which is affordable, as well as highly effective.
Following this, you will agree on a schedule for the time leading up to the event. A good event manager will work with you closely at every stage, providing you with regular updates and reassuring you that everything is running as it should. This gives you peace of mind that everything will be taken care of and run smoothly on the day. They will also update you about the RSVP list so you know how many people are expected at the event and who they are. If you have any questions, or need to know anything at any stage of the process, your event manager should be easy to contact. They should be able to provide you with the information you need right away.
On the day or evening of your event, the event manager is likely to be there with a team of staff to facilitate the event and ensure you and all your guests have the best experience possible.
How to select the right event management company
All event management companies are not created equal. If you want to put on the best possible event for your guests, you need to be sure you are selecting the right company for the job. Here are some of the factors you should take into account when selecting an event company:
1. Do they specialise in corporate event management?
If you are planning a corporate event, you need to choose a company that has plenty of experience in managing events for businesses. Some event companies might offer to take on the job for you, but all their previous experience could be in organising weddings and private parties. In this case, they may have never handled an event on the scale you need. It is essential that you research corporate event management companies who specialise in managing company events. They will have a clear idea of what is involved and be able to manage the project more effectively.
2. Do they have a lot of experience?
An experienced company will be more likely to put on an outstanding event for you and your guests, so it is important to do your research before choosing an event company. Take a look at their website – are there examples of events they have managed previously? Do they feature testimonials from previous clients? You can also look for online reviews of the business to check that they are everything they claim to be. If they have good reviews and are recommended, this generally makes them a safe company to choose.
3. Who are their suppliers?
You can tell a lot about the quality of a corporate event management company by looking at the other companies they work with. Take a look at the venues and experiences they offer and the catering companies they use. If these are of high quality, this is a good sign as it suggests they will ensure your event is given the same excellent treatment.
4. Do they have the correct insurance?
Insurance is something that is often overlooked when choosing an event company but it is absolutely vital. In Australia, event management companies are required to have two different types of insurance:
- Public Liability Insurance. This protects you, your guests and all property belonging to anyone at the event against damage.
- Professional Indemnity Insurance. This gives you a way of being reimbursed if anything goes seriously wrong with the event and the correct service is not provided.
Any reputable event management agency will have these two types of insurance and will be prepared to show you current certificates on request.
5. Do you like them?
This is something you need to consider as you will be working closely with this team in the weeks and months leading up to the event. They should be good communicators who listen to your needs. They should have some great ideas for corporate events in order to take the stress out of the process for you. If they can provide these things, and if you instinctively like and trust them, they are a good company to choose as they will be more likely to understand the vibe you are looking for.
Find out more about corporate event management
If you are looking for a reputable corporate event management company to take care of all your business event needs, please contact the specialist team here at MPT Corporate Events. We have years of experience providing a wide variety of different corporate experiences. You might be looking for a fun teambuilding event with sports and games, or a tour of some of Victoria’s most beautiful natural sights. Alternatively, you can sample the best of the local cuisine, or even impress your guests with a cruise on a luxury yacht.
Whatever type of event you are looking for, we will provide an outstanding experience for everyone involved. Please contact us for more details.