Are you wondering how to choose a good event company, or perhaps you are looking for a proven organizer of city games , mobile escape rooms or integration through investigation?
If so, be sure to read this article and check what to pay attention to when choosing an event company so that you never say such sentences:
- They were supposed to be here a long time ago!
- Half the props we agreed on are missing!
- The actors and animators are completely unprepared…
Some events and occasions only come around once. The worst that can happen is poor organization and the wrong event company, which will cost you much more than just money!
You don't have to choose blindly: based on pretty photos on Instagram or taking their word for it: "professional service" and "a dynamic team full of creative ideas."
To avoid disappointment, before signing a contract with an event company, pay attention to:
- Have they organised an event of this type before?
The concept of "event" is very broad. It encompasses everything from organizing a unique proposal to an international conference or a field-based city game. Check whether the company you're hiring to organize, for example, a dedicated city game, has already completed such projects. Of course, you'll find companies that will "take on any project." But only those with experience organizing specific events and the necessary resources to do it well. In the case of a game, it's not just props and attractions. It also includes carefully selected entertainers, engaging scenarios, well-planned game durations, and so on. This applies to any event – a company can only offer the best solutions if they've already handled the event. And it's not about "if"; it's exactly the same thing! It's not about what's right… but you have to decide for yourself whether someone who's only played at low-budget weddings is a good DJ for your company's 10th birthday party ;).
- Getting to the event venue – with a spare or at the last minute?
Our over 10 years of experience show that unexpected situations can always arise, and as responsible organizers, we should factor them into the planning of a successful event. Delays due to traffic jams, accidents along the route, and changes in traffic management are just some of the situations that can arise. Sometimes, something happens on-site that can impact the success of the entire event! Therefore, be sure to ask whether the event company will be on-site with plenty of time to spare, or whether they will arrive shortly before the event. The latter option is significantly riskier and may expose you to additional stress.
Michał also recorded an episode of our Miracle Guide on this topic. You can find it here:
- Punctuality and reliability in e-mail contact.
If an event company promises you they'll send you a proposal or a script on a specific day and time, but your inbox is empty, it's not a good sign. Sure, sometimes things come up, but a reputable company will let you know in advance that the promised email will arrive later. At least you'll know they've remembered you. And that's a pretty important sign for the rest of the event and for ensuring the client feels cared for.
- Good contact and chemistry.
Our intuition is usually right. If you sense any deception or trickery in your interactions with the representatives or owner of an event company, then most likely... someone is deceiving you and tricking you :D. A lack of flow in communication is valuable information about how you will communicate in the later stages of the event. Chemistry must be present on both sides. This can help you choose a good event company. Both the company and its potential client should feel comfortable with each other, and the client should feel comfortable with the potential company. Make sure the communication between you is friendly, clear, and transparent.
- “Madam, this can’t be done!” – or flexibility towards your ideas
Not everything can always be implemented exactly as we envisioned, and not every idea is always beneficial from the perspective of the overall event. However, you'll easily determine during a conversation whether you're dealing with a company that has its own scripts, strictly adheres to them, and organizes the event "their way," or operates according to the principle: "We do the impossible immediately, miracles take a while." 😉 And instead of looking for problems, they'll propose solutions. And don't confuse this with taking on every project. This is about whether your event will be a "boxed-in" version, where you take it as is and have no control over anything, or whether it will be customized.
- Honest feedback
If you're not an event planner, you're in for a shock. Ready? Not every event idea you have will be perfect. The question is, do you have a partner on the other end who can say, for example, "I understand you want a WOW factor, but doing it at this point in the program isn't the best option because it will distract everyone from the CEO's speech?" If the agency you're working with accepts everything and only compliments your ideas, there are two options. First, you have more experience than them (surely further cooperation makes sense?). Second, they have their own opinions, but they're keeping them to themselves (JUST WHY!? It's your shared event!). Remember, when you book an event, you're buying not only the service itself, but also the knowledge and experience of the people preparing it.
- Agreement
This is an essential element of any meaningful collaboration. Even if your friend works for the company. It's in your best interest to conclude the contract before the event begins. Only then will you be able to enforce it, and in the event of failure, hold the company accountable for its commitments. Make sure the company practices signing contracts and that they are prepared appropriately and professionally. If the contract includes penalties, it's best to have them mutual.
- Contact with the person coordinating the event, not just with the seller.
Make sure you have the contact information for the person responsible for organizing your event. This may be different than the person who signed the contract, prepared the offer, or negotiated details via email. This means an event coordinator who will be on-site and qualified to ensure the event runs smoothly. If the company hesitates to provide this contact information, ask yourself why?
These are a lot of tips on how to choose a good event company, but reading further can guarantee your event a complete success!
- Event in English – will you pay extra for it?
More and more events are being organized in English or with elements of such communication. This applies to corporate events, city games, and private events. For many event companies, communicating in English is no problem at all. In most cases, no additional fee is charged. It costs the same as the same event in Polish. Make sure you pay extra for organizing an event in English.
- Company activity on social media.
Today, a presence on social media channels is more important than a website, especially for event companies. It's worth checking whether a company's Facebook or Instagram profile is "alive" and posts are being published regularly. If event reports are also posted and contact with the community is maintained, the company is likely operational and functioning well. However, if the last post was three years ago and the profile is empty, it's worth considering whether the company is truly trustworthy. Furthermore, publications can provide insight into specific implementations and commenter reactions.
- Opinions about the company on Google and the Internet
A quick glance at recommendations won't hurt. Even if a company slips up and receives a lower rating, you can always see how its representatives reacted to a given comment. This can sometimes reveal a lot about the company itself and its customer service. So, check several places to see what reviews the company you're contacting has and how it's rated.
We hope this short guide has answered the question of how to choose a good event company for your party or event! Now you'll increase your chances of choosing people who will not only fulfill their obligations with excellence but also give much more. They will ensure pleasant memories and experiences from your event!
And we wish you only such cooperation and choices! 😊
