The perfect event requires dedication and hard work even before it begins. Such is the job of Event Management companies such as The Event Book. Depending upon the type of event, the preparations have to be different. It requires expertise to choose the theme, catering, accommodation and much more. Such stressful and complex planning can be delegated to Event planners to ensure you can relax, safe in the knowledge that the event is taken care of by experts.
How to choose an Event Management service
There are several things to consider before you select an event management service. They should be able to help with events such as Conferences, Christmas Parties, Awards Dinner, Exhibitions, Private Dining, Summer Parties, Meeting Rooms, Away Days, Corporate Hospitality, Drinks Reception and more.
The key ones that can help you choose the best one for your event are:
The record for any service provider speaks volumes about their quality and work ethics. You should take a close look at the events they have managed previously and go through reviews by the hosts. Keep in mind, events are a one-off thing and needs meticulous planning.
The Best Event Management Service in the UK is the one that can provide an end-to-end solution for your event. It means you simply tell them the event idea, your goals and the reason behind the event. With this information, they should be able to come up with a solution that includes design, logistics and on-site management.
When it comes to events, you need someone who is friendly, helpful and understands the nitty-gritty of hosting an event. A knowledgeable team from an Event Management service can help plan the event in the best possible way. The service providers should be able to help event at the last minute to make your event successful.
Event Management service should understand your budget and provide the best solutions that fit it. Also, they should be flexible to work according to your event, whether it’s a large conference and exhibition for up to 3,000 people or private dining experience for 10 guests.
Benefits of hiring an Event Management Service
Some of the top benefits of hiring an event management service such as The Event Book are:
- It saves your time by delegating the planning responsibility
- It saves money since such services know to get the best value for money
- They can get reputable suppliers and vendors
- They represent on your behalf to negotiate the best rates, discounts, etc.
- Provides you with peace of mind to enjoy the event
What Services are included under Event Management?
One of the main features to look in an Event Management service is their ability to perform Event Designing and Event Planning. Both these services go hand-in-hand where:
- Event Designing takes care of the event’s theme, the colours, seating, etc.
- Event Planning is used to co-ordinates the logistic elements and budget management
The most important services that companies such as The Event Book provide under event management include both designing and planning. These include:
1. Office Transformations
Conferences and events that are hosted within the office require some planning for space management and decoration to showcase it as something more than just the regular office space.
2. Theming and Décor Installation
Every event is as good as its first impression. The idea to plan a theme for any event is to offer a visual representation of its purpose. For example, an event meant for children can have a superhero theme, a corporate event can have the theme with corporate signage that uses complementary colours.
Décor adds a fine touch to the event space since its style is an important element of the event theme. From elegant décor for casual parties to simple, comfortable seating for corporate events, the choices are endless.
3. Coordinating Transportation
Events that require important guests to be picked require transportation that works in sync with the event schedule. The service should be able to help in getting transportation service with a backup so there is no delay for guests to reach the venue.
Another aspect of transportation is to get all the planned design elements and other services reach the venue on time. This is where having an Event Management service that has tie-ups with top logistic and taxi services can benefit you the most.
4. Sourcing and Booking Entertainment
An event management service has the right contacts with artists, MCs, bands, sound system providers, large-scale digital screens, etc. Depending upon the type of event, the service providers should be able to book on your behalf and source it to make the event a memorable one.
5. Co-ordinating AV and Photographic
Every event requires documentation in some form or the other. Event Management services have the right contacts to source the best videographers and photographers that can capture the best moments of your evening. If you already have someone doing it for you, the service providers can co-ordinate for sound recording and creating the appropriate space for the professionals while laying out the décor.
6. Group Accommodation
Events that have guests coming from a different location or an event that runs for multiple days require group accommodation. Services such as The Event Book have key tie-ups with event venues that offer group accommodation as well. Apart from the venue, they can also get your guests a comfortable place in nearby hotels and take care of their transportation as well. One of the benefits of letting them handle this aspect is to get the best deals that save your money without compromising the comfort of your guests.
7. Organising Catering
Food and Beverages are an important aspect of any event and maybe the top-most part of your event that guests will remember. Services you look to manage your event should include organising catering.
They should be able to arrange a tasting session before the event to ensure the quality and taste of the food. They can also help you with arranging special cuisines for vegetarian, non-vegetarian and vegan guests.
8. Delegate Registration
For events that are open to people, you will need a system for online and offline registration. Interested delegates can book their place through event management services. A two-step process can also be implemented where the online registration is confirmed with offline registration to let them in the event.
The delegate registration service will also include provided essential identity cards, stamps on hand, etc. to keep a track of the delegates and a count of the people who attended the event.
9. Sourcing Inspirational Speakers
If you are hosting an event for your company that requires something more than the usual presentations and sessions with experts, you can get inspirational speakers in between the key events. These can be helpful for the guests and can help in motivating them to perform better. The Event Book and similar services can source such inspirational speakers that are known and revered in their circle.
10. On-Site Management
Event Management services should provide you with a staff on-hand during the event proceedings. The team is essential for helping the guests, ensuring the functioning of all facilities and providing any support to your team. An on-site management team is crucial for any event’s smooth functioning.