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The Role Of The Event Management Company

The list of services that can be provided by an event management company encompasses everything that can be imagined relating to an event.

Event management is probably the activity most popularly associated with the events industry. Suppliers of this important service provide a one stop shop for companies and individuals wishing to hold an event or party.

Event management companies have a wealth of contacts supplying of all types of services relating to the events industry and take on the responsibility of coordinating all the logistics involved in making the event work to the client’s satisfaction. This basically involves doing all the running around, booking the venue, arranging the catering and entertainment as well as all other ancillary services necessary to make the event run to the client’s complete satisfaction. They will also be in attendance at the event to ensure that everything runs smoothly and to plan.

When organising corporate events, the event manager will generally liaise with company’s PAs, Human Resources and Marketing departments, depending on the type of corporate event that is to take place. For an event being organised within the company, such as a staff Christmas party, the event management company would normally be contacted by a PA or member of the company’s Human Resources department. For external corporate events such as product launches, the event managers would more likely be contacted by the marketing department of the company holding the event.

Event managers also organise private parties for individuals such as birthday parties, anniversaries and weddings. The type of individuals who contact event management companies are usually wealthy people seeking a company who can take away all the hassle of organising a party. Such individuals have the resources necessary to afford the service provided and are happy to do so in the knowledge that the imagination and logistics coordination that event managers provide ensures that the event will be a memorable experience.

The list of services that can be provided by an event management company encompasses everything that can be imagined relating to an event. Such services include venue finding, catering, marquee hire, lighting & décor, entertainment, band, disco and all musical entertainment, provision of drinks and hire of mobile bars, hire of all necessary event staff, florists, photography and videography services, security, transport, valet parking, hotel reservations and invitations and invitation management.

The types of corporate event that event management companies are typically asked to organise include – in no particular order – product launches, staff Christmas parties, staff summer parties, incentive days, team building activities, family fun days, corporate hospitality and conferences & seminars. They are also increasingly being asked to organise children’s corporate events such as corporate Christmas parties for children of the company’s staff. For some types of external corporate events, such as product launches, it is not uncommon for the event manager to work closely with a public relations company under the PR company’s banner.

Event management companies will often help each other out, utilising each other’s strengths. For example, a company specialising in organising trade conferences might ask a fellow event organiser to coordinate the post-conference entertainment if that company’s expertise lent itself more to this specific type of event management organisation.

Some event management companies specialise in particular types of activities such as team building with others, for example, only providing services relating to the production side of an event. Caterers and entertainment agencies will also often have an event management string to their bow.

As the event manager coordinates all the logistics involved in putting on an event, they will be incur considerable expenses in addition to their fee for doing so. The industry standard is to charge the client in advance of the event. Up front fee schedules vary from company to company but it is not uncommon for the client to be charged 10% upon booking confirmation, 40% three months prior to the event with the balance 50% payable a month before the event actually taking place. The reason for this up-front payment system is that suppliers whose services that they utilise usually require to be paid in advance. Whilst some companies and individuals employing the services of an event management company may find this prior payment system unusual it is no more unusual than employing the services of a package holiday company who will charge for their services in the same manner and for the same reason.

Christmas is probably the busiest time of year for event management companies on account of the demand from companies seeking their services to organise festive corporate events such as staff Christmas parties. Christmas parties can be themed in a bespoke manner and arranged in either a chosen venue or at the company’s premises. Holding an in-house themed company Christmas party could, for example, involve the event manager arranging for desks, furniture and equipment to be removed from client’s office with this space being transformed into a burlesque nightclub for the evening. This feat would be followed by all the furniture being reinstalled the next day to ensure that, employee’s sore heads aside, business can continue as usual the next day. This type of Christmas party is especially popular with creative types of businesses such as advertising and media based companies.

Event organisers will also often hire a venue for the month of December and provide it with a theme, for example Moulin Rouge, which can then be offered an a themed Christmas party throughout the festive period. This is done by either hiring the whole venue to a different company every night or, for smaller companies wishing to hold a staff party, providing a shared Christmas party with different companies occupying separate tables and space within the venue at the same time. Bulk-buying in this manner enables event management companies to provide clients with excellent value for money with what is essentially a package deal for a quality experience.

Other busy times in the event manager’s calendar are February to August which is a popular time for conferences to be held and May to July which is busy period in the year for team building activities, summer parties, incentive trips and corporate hospitality. August is fairly quiet on the corporate event side although popular for private parties with September to November usually being another busy time for conferences.

When choosing an event management company it is always advisable to meet the company to ensure that you feel they are confident that they can organise the event as required. Common sense dictates that you should ask them for testimonials as well as requesting a client list. For larger and international events it is advisable to choose an event management company who have big name companies in their client portfolio. Once satisfied that the event management company you have chosen is capable of delivering the service that you desire, sit back in the knowledge that they will do all the hard work, enabling you and your guests to enjoy the event!

This article was written by Jon Stebbings of the Partyoffers events directory

The author wishes to thank Dina Green of Event Management Company Custard Events for her invaluable help in the research of this article.
© 2006 Party Offers