5 Factors To Consider When Selecting A Corporate Event Organiser

Research Guide · 24 Jun 2023

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Your company is planning to organise a corporate event next year, but you don’t know where to begin. You find yourself scrolling page after page of your browser, carefully perusing the web for event planners. There’s a plethora of event companies out there, each with unique capabilities and portfolios, so how do you decide which company to contract? After all, it’s an important decision and no one wants their corporate event to fail. In this guide, we will discuss 5 factors you should consider when choosing an event organiser.

Event Objectives

Objectives are the basis of any plan, tactic, or strategy – they are destined for failure if you don’t have a solid foundation. As such, it is important that you clearly define your corporate event’s objectives as a first step. It ensures that the plan does not deviate too far, and also helps determine and track performance metrics for post-event analysis.

Defining your objectives also helps narrow down the list of potential corporate event planners you might work with. Try outlining important details such as your company background, the event’s objectives, target audience and budget, and communicate them to prospective event planners. Subsequently, your corporate event planners would be able to draw up a rough roadmap. This encompasses solutions that address your event’s requirements while also working within your budget, which brings us to the next point.

Budget

The next vital factor to consider is your budget. Key considerations include the size of your budget, the scale of your event, and the event planner’s charges. It’s important to communicate the scale of your event and your equipment needs along with your budget. For large-scale corporate events, sophisticated AV systems and large format fabrications are often necessary, thus requiring a higher level of investment.

If your budget is inflexible with little room to manoeuvre, it is important to iron out these details with them. Find out how much of your budget would go towards the event organiser. The method of charging is also an important consideration, as certain corporate event companies base their fees on an hourly basis, while others calculate them as a percentage of the total expense.

Another factor to consider is their network and resources. How well can they maximise your budget? Are they able to leverage on key contacts and secure good deals? Event organisers that have strong ties with trusted vendors and suppliers are often a good sign of their expertise, reputation and professionalism.

You can also evaluate what in-house resources the event organiser possesses. These internal resources not only ensure that the company has a greater degree of control, but it may also be more time and cost efficient for you.

Reputation

Arguably a company’s most valuable intangible asset, a healthy reputation can be a strong differentiating factor. A strong corporate reputation reflects essential traits like integrity, track record, and industry experience. As such, when evaluating an event organiser’s reputation, always look at it from various perspectives to get an overall view.

Ask around your network, are there any word of mouth referrals or is there a negative perception about the prospective event organiser? If you aren’t able to obtain enough information, then Google’s your best friend. Visit their website and consider their clientele. If they’ve consistently worked with major corporations or government entities, then it is a good indicator of the company’s reputation. Take the time to also read through online testimonials or reviews from their clientele which can often be found on the event organiser’s websites.

Look for a company with a strong reputation. Corporate events tend to be big affairs and the last thing you want is a seedy and unprofessional planner behind it.

Communication Skills

This point comes hand in hand with reputation. Throughout the entire planning process, you’ll have to maintain constant lines of communication with the event organiser. Even though communication is a two-way street, evaluating a company’s communication skills as part of your background check can go a long way towards ensuring an effective working relationship.

You can get a rough understanding of their communication abilities when you make initial contact. Consider their accessibility, response time, tone, and whether they are actively or passively listening. Was it easy for them to understand the message you are trying to convey? How receptive were they to your corporate event’s objectives? Figure out their vibe and observe whether they communicate authentically.

Communication is also very important in event management due to the number of parties involved. Indeed, industry professionals agree that strong communication skills are necessary in order to manage everyone’s interests and ensure that everything comes together seamlessly. If you find that there is frequent miscommunication and misunderstanding between the event organiser and any involved parties, it might be a bad signal.

Portfolio

How good is the event organiser at doing their job and how long have they been doing it? Key questions regarding their expertise and experience should be asked. Just like your typical interview, you need to determine whether the person you’re hiring would be proficient in doing their job. Some companies may even specialise in specific corporate events, so do your research.

If your next corporate event is a product launch, don’t look for an event organiser who doesn’t have them in their portfolio. Similarly, if they are only experienced in small scale events, don’t approach them to plan a trade show. These companies may struggle to adapt their resources and scale their operations.

Similar to reputation, scan as many online resources as you can and analyse any videos or images of their clientele’s past events. The aim here is to consider if their portfolio is in line with your expectations and objectives. Rest assured, our team at Eventive has a diverse range of corporate events in our portfolio. From product launches to conferences, we’ll have something for you!

Unlock Opportunities Through Corporate Events Now

So there you have it, these are the 5 factors you should consider when choosing an events management company. All of them are critical to the planning process and can determine the outcome of your corporate event. Ultimately, this background check is a key step so do take your time with it. After reading this guide, we hope that you are now better informed in making this decision.

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