Selecting an event management company that ticks all the boxes can be difficult. It's important to choose an event company that meets your needs, is transparent about the services on offer, and doesn't surprise you with hidden charges. Does the event company you're considering have a good understanding of your industry? If your business is technology-led, is the event company advanced enough to meet your needs? Have you been made aware of the fine print as well as the main elements and attractive features they use to sell themselves? Exactly what are the questions you should you be asking your event management company?
What exactly is covered by my budget?
It's important to discuss your budget and expectations of what it will cover with the event management company early on in the process. Make sure you ask for a full breakdown of costs in your quote. Occasionally, items get added during the process, so you need to ask about any unexpected costs that could potentially arise. At Off Limits we ensure all clients receive a written quotation with a full breakdown of costs including VAT charges, equipment, activities and any recommendations we think will be beneficial. This fulfils the need for trust and transparency with our clients.
What services do you offer?
It's imperative to check you're hiring an event management company capable of handling all of your requirements. For instance, do you need them to find the perfect venue for you? Do they do this free or charge? Can they organise accommodation? Hire staff for the event? Do they have a preferred list of venues and clients to help with costs? At Off Limits we have over 20 years experience and our good relationships with suppliers means clients benefit from receiving the best rates possible. It's important to know the event company is pulling out all the stops in planning the perfect event for your company.
Can you tell me about the quality of your equipment? How often is it used?
If you've decided to set aside a high proportion of your budget for event equipment, you need to ensure you're getting the highest standard available. This includes asking the event company about their equipment usage, age and quality. At Off Limits we have a dedicated production team who test all of our equipment at the end of every event. Any damaged equipment is urgently actioned for maintenance or repair work before the next event. We continually upgrade and invest in new product development to ensure the highest standard of equipment is offered to our clients on every event.
Do they carry liability insurance?
You can have your event planned to perfection, however, it's important to protect yourself from any problems that could potentially arise. This protection not only covers your company for accidents but also employees and the public. At Off Limits we hold up to Â£10 million worth of liability insurance to ensure we are covered for any accidents that may occur. It's better to be safe than sorry when organising a high value event.
Do you have a single point of contact?
It's vital to choose an event company with a single point of contact, so you're working closely with that person in the build up to the big event or conference. This way, any issues or changes to your event can be handled swiftly and seamlessly in the early stages.
Overall, it's important to select an event company that gives you a strong indication of their passion and professionalism. You need to be confident they're working hard to meet your requirements and will achieve the best possible outcome for your event.
Tell us about your experience of working with event companies? What other questions should you be asking? Contact us via LinkedIn or Twitter.