CHOOSING A GOOD EVENT AGENCY – what to consider?

When hiring an event agency, it's important to check whether they have experience organizing events similar to the one you're planning. It's not just about whether they've organized the exact same type of game, such as a mobile escape room, but also whether the company has the experience to organize an event tailored to your needs, expectations , and circumstances . They've also organized events for a similar number of people, with a similar goal and purpose.

Event management companies organize a variety of events. In the event industry, each event is unique , and the differences can be significant. These include location, number of attendees, and the nature of the event. Therefore, even hundreds of events, such as business galas with catering, don't necessarily guarantee a successful event like a crime investigation or a theme night . It's worth considering the agency's experience in organizing similar corporate events.

Another factor in choosing the right event agency is how they plan to travel to the event. A professional event agency arrives with plenty of time to spare. However, many agencies arrive at the last minute, which creates unnecessary stress. It's a good idea to find out whether the event coordinators will arrive a day early if the event is located far from the company's headquarters, or whether they'll be leaving for the event at 4:00 AM.

Details like these can be crucial for both the safety and smooth running of events. Ensure the company you partner with allows for adequate time . This will ensure both the peace of mind of the participants and the safety of the event organizers and coordinators.

Pay attention to how your chosen event company handles timeliness and delivers on time, even before the event. If they promise to send you a quote by a specific date, their professionalism dictates they'll keep their word. This can be a significant indicator of accountability at every stage of the event.

The role of an event agency is to create a good relationship between the event organizer and the event staff. Without a common understanding and communication, coordinating an event and collaborating with an event agency can be difficult and stressful for both parties. Trust your intuition – if you feel like you're not getting along, it's worth considering other options.

A company's flexibility in responding to your corporate team-building ideas is another indicator of a professional event agency. It's wise to choose an event agency that's not only open to new ideas and event visions , but also has the courage to acknowledge that a given proposal might not work in specific circumstances. The best event company is one that can share its experience . This is especially important if your company only books these kinds of events occasionally.

When using the services of an event agency, it's crucial to remember the contract . Make sure you sign a contract that clearly defines the responsibilities of both parties . It should include contractual penalties that will be mutually binding. It's important that both the client and the event agency share responsibility for the event's execution.

Make sure you have a way to contact your event coordinator before the event. Direct contact with someone who will be on-site the entire time can significantly impact the overall experience.

Many companies work with international teams . It's worth finding out whether the agency has experience organizing events in English and whether organizing an event in English will affect the price of the service. Currently, the best event agencies consider communication in English to be standard, tailored to the client's needs, and the price of an English-language event is no higher than one held in Polish.

Check if the company you're planning to work with is active on social media . Do they share photos of their projects? Are customer reviews positive? How do they communicate? This can be valuable information about whether the company truly has experience and is worth trusting.

Don't forget to check online reviews . Many event agency clients are happy to leave reviews or comments on their profiles . Choosing a good event agency can be made easier by searching Google, Facebook, and industry groups , where you can find references and reviews about the company. This can help you make an informed decision and avoid unpleasant surprises.

Before entrusting a company with your event, check what type of entertainment and team-building activities they offer . Is it a team-building activity that involves passing a balloon between people? Or perhaps something more creative and challenging? The involvement of all participants, along with tasks and puzzles that require cooperation, is key . Only then will the event truly be team-building. Check if the game scenarios are fictionalized. This promotes immersion and a better experience! It's also important whether the agency offers personalized games—tailored to the character, atmosphere, and purpose of your event.

Event agencies' activities are often limited to only certain aspects of event execution. Be sure to check exactly what the event agency is organizing and whether it provides comprehensive event management . It's important that the agency coordinates all necessary formalities with the hotel or venue manager, and oversees the visual and musical aspects. They also provide all materials, equipment, gadgets, prizes, and event promotion. And afterward, they should restore the venue to its original condition.

Check whether the company operates only locally or organizes events throughout Poland . Choosing the latter option gives you complete freedom to choose the event location.

Finally, consider your criteria for choosing a good event agency. What's most important to you and your staff? Is it experience and flexibility? Communication with the coordinator, creative attractions? Or perhaps something else?

Choosing the best event agency for your corporate event is a conscious decision. This choice can significantly impact the success or failure of your corporate event.

By paying attention to our 11 tips, you will increase your chances of organizing a successful company integration!