If you are planning to organize an event, you have two options ahead of you; you can either do it alone or hire a company. This can be a truly complex and demanding task especially if you have never done such a thing before. In case you decide to go with the second option of hiring a company, there are a few things you should keep in mind. First of all, it is undeniable that an event production company will save your time and second is that the company will add beauty to your event, make it memorable, organized, efficient and successful. Sometimes you might be tempted to just Google your way to finding the best company. But taking this route might leave you even more confused considering the fact that there is a sea of event companies out there and choosing an appropriate one might not be that simple.
Know Your Needs When Choosing an Event Production Company
You will need to make a wish list first. Before you decide to work with a certain company, make sure it can offer exactly what you need. Don’t describe a lot of unnecessary details, just be to the point and spell out exactly what you want. You can request for an official offer from the company and get informed on the types of events they organize.
Perform a Background Check
There are legal and contractual obligations that must be met before an event happens and this reasons enough for you to get to know more about the company you have opted for. You also would not want to sacrifice the quality of work. If you choose to work with a small company that has never been heard of, it is best to check the legality of their papers and the location of their office. It would be very disappointing to make an advance payment and then you never hear from them again.
Does Experience Matter?
Experience goes along with the price and this should play a crucial role in picking out the best event production company. Practice makes perfect and this is how experience is best acquired. A number of jobs that have been successfully executed guarantee for quality work. You can ask for a company to deliver their references including video presentations to see how they performed in their past events that they have organized. The seriousness of a firm is seen through their ability to have a professional presentation. In addition, you can also contact past and current customers to hear their opinion about a certain company.
Go for the 3 A’s
Communication is a very important part of the job of an event manager. This has been stressed over and over again. A great event manager will be approachable, available and accessible. Great communication means that a company’s teams will use their advanced skills when working with a large number of people. So make the most out of your first conversation with the company’s representative. Use this opportunity to ask anything you would like to know about the company. Know if the manager will always be there throughout the project because ideas might change and you need him to be open to meet your demands.
The company you hire is responsible for organizing the event but the creation is done by the staff, external partners and agencies. Therefore you also need to find more about these ones. Ask a list of suppliers and vendors to check out the quality of the goods and services provided.
Find the Budget Flexibility
The budget cannot be ignored because it plays a vital role when choosing a production company. The price should not be the main factor but sometimes it can be a deal breaker. It is okay to choose a cheap company if you are on a tight budget. Not all cheap companies have low-quality service. But a more costly one can be a good option because it will help you to cut down on some other expenses since the services offered is often comprehensive.
Ensure Quality Equipment
Ask if the company owns equipment such as light and sound system, logistics or more specific equipment. You should also know if they provide the services. If not, you might find yourself doing that part of the job yourself. Many production companies only hire equipment when they need it. There is a benefit in choosing a company who supplies their own equipment. This saves your supplier the cost of hiring one. The cost will be passed on to you and thus making your budget go further. It is also important if a company owns equipment because they will know their gear and can ensure its reliability.
Don’t be driven by just a single factor when choosing an event management company. Each has a lot to offer but you will not need everything on their list.
An experienced company with a solid reputation will not be shy to direct you to glowing testimonials they have received from satisfied customers. If you can see their client feedback, don’t be afraid to ask for it.
You may want to see photos and comments from recent events. If you see repeat clients then this is a good sign. Chances are that they are doing things right and that is why clients keep coming back.
There are times when you will just need to follow your instincts even when it comes to business. Make sure you feel comfortable with your supplier and you can trust them to deliver your event. It is important that they meet your expectations. If possible meet with them face to face to see if you can work together.
The Bottom Line
The shiny websites and sales talks sometimes can be deceiving so look beyond this. Get to know the company more by meeting them, looking at past projects and ask for recommendations to have a feel of their services and quality of work.