Organizing a business event can bring great satisfaction, but on the other hand it can be very stressful and time-consuming. If you still have to combine it with other duties, it is better to look for an experienced and proven event agency. Check why it is worth establishing cooperation with a service company parties!
Objective parties company
Before you organize a successful corporate event, think about what you want to achieve. Are you going to reach new customers, or maybe you would like to appreciate regular customers? you're celebrating anniversary of the company or some special achievement? Are you looking for talented employees?
Once you establish your event goals, you can more easily plan your schedule, set a budget, and invite the right speakers. Additionally, you will effectively reach your target group and advertise event. Make sure your goals are measurable, specific, achievable, time-bound and relevant.
Service parties with an event agency
Event company cooperates with all parties involved (client - subcontractors - guests - speakers - business partners) to ensure company party professional nature. In addition, he will take care of all issues related to logistics and accommodation. Before you sign contract for the organization of a company event, make sure that the specialist regularly visits the event site to monitor the implementation of the project.
The ideal solution is to find an event agency with its own headquarters - this is the case in... Sosnowka near Karpacz The Crown of the Karkonosze Manor. Then the event manager, organizing our event, is in his area and knows perfectly well the crew that will take care of, for example catering. And knowledge of local MICE industry subcontractors will allow the event manager to select the best service providers.
Cooperation with an event agency
Wondering if you should really work with an event agency to be successful? If you want your event to stand out from the rest, use the services of professionals. Originality will positively affect the perception of your brand. Every company dreams of being appreciated by customers for creativity, professionalism and innovation. Make sure that the planned event perfectly reflects your values.
You will undoubtedly have to take care of many things both before and during the event. By working with a professional company, you can focus on other tasks. This way you also eliminate potential threats that may affect your event. When you work with an agency that provides comprehensive event management, be prepared for an avalanche of... compliments!
Event agency services
Event agencies offer a variety of services related to the organization and planning of various types of events, both business and private, such as conferences, corporate events, weddings, birthdays, fairs, exhibitions and many others. Typical services that can be provided by event agencies include:
Event planning and coordination
- Creating concepts and event plans.
- Determining the date, places and event schedule.
- Coordination of activities of all suppliers and participants.
Looking for the perfect venue for a corporate event?
Budgeting
- Assistance in establishing and managing the event budget.
- Searching for savings and optimizing expenses.
Location selection and management
- Finding the right venue for your event.
- Negotiating and signing contracts with the places where the event takes place.
Catering
- Selection of menus and suppliers catering.
- Waiter service management.
Decorations and arrangements
- Designing decorations and decorations for event spaces.
- Furniture, lighting and decoration rental.
- Decorating tables, walls and the stage.
Technology and sound
- Audio-visual equipment rental and service.
- Providing sound systems, projectors, screens and other devices.
Entertainment and attractions
- Employing musical bands, DJs, magicians and other artists.
- Organization of attractions, such as photo booths and zones games or shows.
Registration and service of participants
- Creating a participant registration and service system.
- Issuing tickets, ID badges or wristbands.
Marketing and promotion
- Creating an event promotion strategy.
- Designing marketing materials such as invitations, leaflets and website.
Logistics and transport
- Transport coordination i accommodation for participants.
- Management of delivery logistics and guest flow.
Safety and security
- Ensuring protection and safety at the event site.
- Managing the emergency plan and safety procedures.
Assessment and reporting
- Conducting a post-event assessment and preparing a summary report.
- Obtaining opinions from participants and customers in order to improve services.
The services of an event agency must be tailored to the needs of a specific client and the type of event. These agencies act as event partners, providing support and expertise in every aspect of event planning and execution.
Professional event agency
What does cooperation with an agency specializing in event management look like?? First, the event manager will conduct a detailed conversation with you, during which he will ask about the concept, topic and schedule of the event, target group, location and planned budget. Experienced specialists will advise you which solution will work best for your corporate event. Then they will present in what channels they would like to advertise your corporate event, banquet, conference, networking meeting or industry fair. They will analyze whether advertising on radio, television, press or whether it is better to use social media will work best in a given case.
The event manager has extensive knowledge and experience in managing corporate events, conferences, banquets, congresses and trade fairs. He can advise which one object best fit for your event. Additionally, it will help you choose a theme, decoration, catering and audiovisual equipment. He will also obtain licenses and permits, if necessary in a given situation.
An experienced and professional event management agency is prepared for various surprises or unforeseen situations. Specialists work tirelessly to provide the best possible experience for you, guests and speakers. As event organizer you can sleep soundly when you work with professionals.
How can an agency that offers event services help?
Despite the best planning, there can always be a problem that needs to be solved quickly. Errors and random events are the nightmare of every organizer. If you want to save yourself the nerves, look for a company that has experience in event management. While the agency won't be able to prevent all problems, it will solve them quickly. Thanks to this, participants will not even notice that something went wrong.
When organizing an event, you will probably not limit yourself to booking a room, but you will also take care of catering, decorations, lighting, sound system and event attractions. When you cooperate with an event management company, you gain contacts to the best subcontractors. In addition, in many cases you can count on an attractive discount. This way you will save a lot of time, nerves and money.
The best corporate event service?
How to choose an event agency?
When choosing an agency that specializes in event management, conduct in-depth market research. Check what experience he has. Does usually organize small company meetings, or big conferences, in which thousands of people participate? Ask your friendly entrepreneurs if they can recommend someone to you. If not, look for information about event agencies on social media. However, you don't have to give up on a company just because it has one unfavorable opinion. On the other hand, if many users say negative things about it, a red flag should go off.
Set a budget and inform the event manager about it, so you can rest assured that he will take care of all expenses and there will be no unpleasant surprises waiting for you. Additionally, the event agency can suggest interesting ideas, introduce some modifications to your solutions and fill in the gaps to help you achieve success. You don't have to worry about what you'll do if your laptop doesn't connect to the projector, an unexpected delegate shows up, or it turns out that one of your guests is a vegetarian. The list of such situations is endless, fortunately, an event agency deals with this on a daily basis. You can rest assured that he will respond quickly and effectively, without distracting you from the event.
Service for corporate events: what is worth remembering?
The amount of budget available affects all aspects organization of corporate events, from choice places and invited speakers by catering, attractions, room decor to technological tools and staff. Consider whether you will use only internal sources of financing or maybe obtain additional funds from sponsors?
Have you organized similar events in the past? If so, check what budget you had at that time. This is a great reference point for planning subsequent events. However, remember to take inflation and changing participant needs into account. Analyze the previous prices of individual subcontractors' services. Contact trusted companies and ask for a preliminary quote.
Kiedy już to ustalisz, skoncentruj się na pozostałych punktach na swojej liście. Zwróć uwagę na opłaty związane z wynajęciem sali lub hotelu, sprzętem audiowizualnym, cateringiem, zakwaterowaniem, transportem i reklamą. Sprawdź, ile powinieneś zapłacić prelegentom za udział w Twoim wydarzeniu. Ustalając budżet, wygospodaruj przynajmniej 20-procentowy zapas na niespodziewane wydatki. Dzięki temu nie będziesz musiał w ostatniej chwili z czegoś rezygnować. W przypadku większego lub bardziej skomplikowanego budżetu przyda Ci się specjalne narzędzie – aplikacji tego typu nie brakuje. W ten sposób możesz zbierać przydatne informacje, śledzić wydatki, generować raporty i wykazać zwrot z inwestycji.
How to organize a party – see event configurator
Frequently Asked Questions
Event service Karpacz and surroundings?
Organizing and handling events in Karpacz and the surrounding area requires understanding the local market, knowing the availability of service providers and space for organizing events. All this can be found at the Dwór Korona Karkonoszy event agency based in Sosnówka, located just a few kilometers from Karpacz. At Dwór Korona Karkonoszy we have a huge ballroom, conference rooms, boutique rooms and apartments and an Outdoor Events Center for company picnics, barbecues and field games. Corporate event management includes planning the event schedule, selecting suppliers, event promotion, event catering, taking care of infrastructure and equipment, transport and accommodation, logistics, taking care of details - decorations, place markings, event programs and more.
What is the name of the person who organizes events?
Many people ask themselves the question: event manager – who exactly is he? An event manager is a person who organizes events, in the MICE industry often called an event organizer or event planner. There are many other terms that can be used depending on the specific nature of the work and the scale and type of events organized. Here are some examples: event organizer, event coordinator, event specialist, event manager, event producer, party planner, corporate event organizer. Regardless of the title, the person responsible for organizing events must be creative, well-organized and flexible to organize a successful event in line with the expectations of the client or participants.
What types of corporate events are there?
Corporate events are events organized by companies to achieve various goals, such as building relationships with employees, customers, suppliers or business partners, as well as for promotional or entertainment purposes. Here are some popular types of corporate events: team-building event, organized to build bonds and team spirit among employees; a holiday party, organized on the occasion of various holidays to celebrate free time from work and integrate the team; motivational event; conference or seminar; gala or banquet, i.e. an elegant event at which awards, distinctions or thanks can be given to employees, customers or business partners; fairs or exhibitions; charity events; product events; outdoor events.
Organization of outdoor events?
Organizing outdoor events requires proper planning, preparation and coordination of many elements to ensure a successful and safe outdoor event. It is best to entrust this task to an experienced event company with its own headquarters - Dwór Korona Karkonoszy from Sosnówka has a large garden and an Outdoor Events Center for corporate events. Choosing the right place for an outdoor event is crucial. It must be an attractive, but also safe place and adapted to the type of event and the number of participants. You need to plan the time and place and a detailed schedule of the event, provide catering, entertainment and attractions.