What to Look for In an Event Company

Hiring the right event company to produce your special event can make the difference between hosting an event that is organized and well received from one that is unprofessional and a dismal failure. A professional event company can prove an invaluable asset in helping to produce a special event such as a conference, trade show, new product launch, workshop or employee training session so that everything goes smoothly and event attendees get the maximum benefit out of the program. There is a checklist of things to consider when hiring the right company to produce or manage your special event.

First, look for a company that has solid experience in producing and organizing the type of event you want to offer. Some companies can handle a wide range of events, while others specialize in producing specific types of events. During an initial meeting with the company, be sure to have a clear outline of your budget, timeframe and needs so that the company will know the parameters of what they have to work with in order to match your needs without exceeding the amount of money and resources you have dedicated to producing the special event.

Ask the company for references and then follow up with these to find out other people's experience in using their services to produce a special event similar to the one you are planning. If you are planning a special event at a remote location rather than on your own home turf, it can be wise to choose an event management company based in that location because they know the local area and how its resources can best suit your event.

Find out whom from the event planning company will be assigned to your account and if there are several staff members who will be involved in coordinating your event. Determine if the company will have one of their member's onsite the day of the event to handle any troubleshooting and to oversee every that every detail of the event goes as planned and as expected. Be wary of companies comprised of only one individual who might easily be overwhelmed handling every detail, as well as companies that use contractors in managing client events because these individuals may not be as reliable as company employees.

Be certain to cover every detail with the event planning company you hire, from food and beverage service to lighting, entertainment, and registration and parking so there will be no unpleasant surprises the day of the event. Get everything in writing when you contract with a company to manage your event so there is no misunderstandings and that all of your expectations are met.