Do I need an events agency to manage my event?

Planning large events can be exciting, but it’s also challenging. Even event experts can get overwhelmed. There’s a lot to consider in event planning. Aside from booking a venue, travel, entertainment, etc, you’ll also need to carry out a risk assessment, put together contingency plans, etc, and this can call for specific skills.

So why do some businesses put the burden of planning company events on internal teams who are already balancing multiple responsibilities?
 
Sometimes it’s because the amount of work that goes into an event is underestimated. Often though, it’s the cost of hiring an events agency that puts business off.
 
However, when you partner with an events agency that has the required experience, expertise and negotiating power, you can expect to achieve more. So, is it worth hiring an events agency to manage your event? Let’s explore:

Why invest in corporate events at all?

A successful event comes with a host of benefits. Events can attract key marketing opportunities, increase profitability, improve staff retention, build relationships, and boost sales - the list is endless.

In hosting events, you’re investing in your business and you’ll want to ensure you’re making the most of that, using the opportunity to showcase your brand in the best possible light.

What does an events agency do?

Events agencies, like Dynamic Events, are responsible for the planning and execution of your event. Whether that be a corporate conference, sales kick-off, product launch, gala dinner, employee away day or an awards ceremony.

Professional event planners will negotiate contracts and manage your budget to secure the best deals for you, whilst minimising your risks. Events agencies can also manage speakers and suppliers to ensure high standards and smooth delivery. They will advise you on everything from the agenda to add-on group activities and you can expect professional event planners to be familiar with the latest industry trends, technology, and engagement concepts.

Many agencies, like the team at Dynamic Events, offer a full-service package. This takes the full weight off your shoulders and enables you to focus on your attendees and the purpose of your event.

Can an event agency save you money?

Using an event agency can save you money. Even with the added overhead of the event management service, bringing in an expert event planning team can create a far larger return on investment.

Successful event agencies have established relationships with hotels, venues, entertainment providers and a range of suppliers in the events arena. That means they’re able to select the right premises and suppliers for each event and can often achieve more competitive rates.

Agencies are experts in the art of negotiation. Global event planners, like Dynamic Events, also know expected rates across multiple regions and therefore know how and when to question costs. We know exactly what should or shouldn’t be included in a supplier quote, and how to achieve the desired event outcomes at the best possible cost.

Your budget will be a key driving factor for your event. Event management companies are experts in budget management and will manage spend effectively to get the most ‘fun per unit value’ to achieve your objectives. Most importantly, they'll ensure that everything is accounted for, keep you constantly updated, and prevent you from going over budget.

Will an event agency save you time?

Planning events internally can put added pressure on teams, taking them away from their day-to-day responsibilities and impacting productivity.

Contracting an agency to manage your event immediately takes the major logistics off your plate, as well as all those little tasks and details that make the difference between a good event and an awesome event.
 
Experienced event planners will know how to put together a robust event plan and a proper timeline so that everything runs to schedule, both leading up to and on the day. This guarantees that deadlines are met and lets you know when elements of the event planning might require your involvement.

An events agency should allocate several individuals to your event in order to keep planning on track and ensure the vision is carried out. This team will be involved in the process from start to finish, serving as an extension of your own team.

What’s more, placing the logistics of your event with an agency frees you up to enjoy the event yourself. You’ll be able to engage with your attendees and represent your business whilst your events team manages timings, suppliers, attendee registration, liaises with the venue, deals with queries and takes care of all those essential little jobs that will keep your event running smoothly.

How do event planners assess and manage risk at corporate events?

Having experienced just about every possible scenario, a professional conference and events organiser will be used to dealing with the unexpected and know-how to deal with any curveballs thrown at them.

Would you know what to do in case of a fire alarm during your event? If there are any issues with catering? If a speaker doesn’t turn up? Your event planner will.

Part of the event planning process for event agencies is to assess all risks, whether planning or operational, and have a plan in place to deal with anything that may arise. If something doesn’t go to plan, a dedicated agency would be able to resolve the situation quickly to avoid - or reduce - disruption to the event.

A good event agency will also be experienced in ensuring that all contracts are built around mitigating your risk in terms of financial exposure, cancellation or postponement, and reduction in numbers.

Why investing in an events agency can make your event more successful

The goal for any agency is complete client and delegate satisfaction. Dynamic Events is comprised of event planners whose sole mission is to create something incredible. Seeing it unfold from small ideas to full production and experiencing the enjoyment and appreciation of the attendees is at the heart of what we do as event professionals.

A good event agency will work with you to define your event objectives and establish metrics for measuring success. They will then work creatively to ensure that you achieve your event goals.

Working with the right events agency can result in a better return on investment for your events. They can save you costs in other areas, save you and your team precious time and add valuable expertise that can make your events most memorable, more impactful and more successful.