Making the decision to hire an event-planning company for your next corporate event is the first step toward ensuring your event will be successful. The second step is just as important as the first, but it can be a bit more complicated—finding the best corporate event-planning company is certainly no easy task. To help you in your search, we’ve created a list of five things you can do to simplify your search process and find a corporate event-planning company that perfectly meets your needs.
Clarify the purpose of your event
Before you begin your search, you can really make things easy on yourself by reexamining two very important things. The first is why you’re having the event. You should be able to create a list of goals and be able to clearly state and speak about them. The second is why you’re hiring an event-planning company. You should know exactly what you need an event-planning company to help you with. Some of the key areas that an event-planning company can help with include the following:
- Venue selection
- Catering (drink, menu, and vendor selection)
- Communication (invitations, event materials, event registration)
An event-planning company can also help with the onsite running of the event.
Start your search
Once you know exactly why you’re having your event and exactly what it is you want the event-planning company to help with, you can start your search. Word-of-mouth can be a useful way to find a company, but it certainly isn’t your only option. You should always look for an experienced and well-known company with a strong reputation. Two very useful ways to look for companies are through professional affiliations and your local convention and visitor’s bureau.
Meet with a company
Meeting with a company is a very important step. Preferably, you want to have a face-to-face meeting so you can build rapport with the company’s representatives. During your meeting, you should go over the goals for having the event and the reasons why you are interested in the company. A good company will listen to you and then give you information regarding how they can help you and how they’ve put on similar successful events. They’ll also be able to answer and address any of your questions and concerns. After meeting with a company, you should have a good sense of whether or not you think they can help you.
Check the company’s references
A good event company will give you a list of references. You should check all of them. Ask the references for specifics regarding how the event-planning company made the event a successful one. You should also ask if the company used hidden fees or charges after the event was over. If the references check out, the company is a good one. You can ask friends, colleagues, and co-workers for their advice if you want more input or would like to make your decision a group one.
Negotiating the terms of the agreement is the final step. The event-planning company you are intending to hire should present you with a complete budget from start to finish. The budget should include their hourly rate and information regarding commissions and deposits. You should always read over the contract the company gives you and never sign it before seeking legal advice.
The best corporate event-planning company is one that perfectly fits with your company and event. Use the information presented in this article to help you during your search. If you have any questions or need any help, please don’t hesitate to contact our office to arrange a consultation.