Your Essential Questions Answered by Event Management Experts
Planning a corporate event can be exciting, but it can also come with a long list of questions. Where should you hold it? How much will it cost? What entertainment should you choose? Who will manage the suppliers? And, perhaps most importantly, how do you make sure everything runs smoothly on the day?
Whether you are organising a corporate conference, team-building event, awards ceremony, Christmas celebration, family day or something completely bespoke, working with an experienced event management company can take the pressure off your shoulders.
At HIYA, we know that every event is different, which is why we have answered some of the questions we are most frequently asked about event planning and management.
What does an event management company actually do?
An event management company takes care of the planning, organisation and delivery of an event, helping to bring all the individual elements together into one successful experience.
That can include venue sourcing, event design, entertainment, catering, activities, supplier management, logistics, guest management, production and on-the-day coordination.
A professional event manager also provides something that is difficult to put a price on: peace of mind. Instead of trying to coordinate multiple suppliers, timings and last-minute changes yourself, you have an experienced team managing the details.
What types of events can an event management company organise?
There is no one-size-fits-all corporate event.
Professional event organisers can manage everything from conferences and business meetings to team-building days, corporate celebrations, awards ceremonies, Christmas events, family fun days and large-scale company gatherings.
At HIYA, we create events around the objectives of our clients, whether the aim is to reward employees, bring teams together, entertain clients, launch something new, celebrate a milestone or simply give people a memorable experience.
How far in advance should I start planning my event?
The sooner you start, the more options you are likely to have.
Popular venues, entertainment and suppliers can become booked well in advance, particularly for busy periods such as Christmas and summer.
The ideal lead time depends on the size and complexity of the event. A smaller team-building activity may require considerably less planning than a large conference or corporate celebration.
If you have a date in mind, it is always worth starting the conversation early. An event management company can help establish what needs to be booked first and create a realistic planning schedule.
How much does event management cost?
This is one of the most common questions, but there isn’t a single answer because every event is different.
The cost can be influenced by the number of guests, venue, catering, entertainment, production requirements, activities, décor, transportation and the overall scale of the event.
A good event management company will work with your budget rather than simply presenting you with a list of expenses. By understanding what matters most to you, your budget can be allocated where it will have the greatest impact.
Is hiring an event management company worth it?
Organising an event internally can involve an enormous amount of time. There are venues to research, suppliers to contact, quotes to compare, contracts to manage, schedules to create and countless details to coordinate.
There is also the question of what happens when something doesn’t go according to plan. Our experienced event management team knows how to anticipate potential problems, coordinate suppliers and keep the event moving behind the scenes. This allows you and your team to focus on your guests and enjoy the event rather than spending the evening checking whether the entertainment has arrived.
Can an event management company help us find a venue?
Yes. Venue selection is often one of the first major decisions when planning an event.
The right venue needs to work for your guest numbers, location, accessibility, budget and event format. It also needs to provide the right atmosphere.
HIYA is an experienced event organiser can help identify suitable venues and consider practical details that may not immediately be obvious, from parking and transport to technical facilities, catering options, room layouts and what is possible within the space. We have a great relationship with many venues across Ireland and Europe.
Can you organise entertainment for a corporate event?
Of course! Entertainment can transform the atmosphere of an event and give guests something they will remember.
Depending on the occasion, this could include live music, performers, interactive entertainment, activities, themed experiences or something completely unexpected.
The key is choosing entertainment that suits the audience and purpose of the event. What works brilliantly for a Christmas celebration may not be appropriate for a conference, awards evening or family day. At HIYA we work with a long list of reputable Irish entertainers and have done for many years, the best of the best.
Can an event management company organise team-building activities?
Yes, team building can be about much more than simply putting colleagues into teams and giving them a challenge.
The best activities encourage communication, collaboration and participation while giving employees an opportunity to interact outside their usual working environment.
Activities can be adapted to different group sizes, ages, abilities and event objectives, making it possible to create something that feels enjoyable rather than forced.
Can you organise events for employees and their families?
Corporate family events are a wonderful way for businesses to involve employees’ families and create a more inclusive company celebration.
From family fun days and outdoor activities to Halloween and Christmas events; featuring Santa’s grotto, entertainment and children’s activities, there are plenty of ways to create an event that appeals to different generations.
The key is creating an experience where everyone has something to enjoy.
Can you create a completely bespoke event?
Absolutely, some of the most memorable events are those that don’t follow a standard formula.
A bespoke event can be designed around your company, your people, your objectives and your brand. It could incorporate a particular theme, unusual entertainment, interactive activities, a unique venue or a combination of experiences created specifically for your guests.
The possibilities are considerably wider than simply choosing a venue and booking dinner.
What information should I provide when contacting an event management company?
Don’t worry if you don’t have everything worked out yet. That is what an event management company is there to help with.
However, it is useful to have some basic information available, such as:
- The type of event
- Your preferred date or dates
- Approximate number of guests
- Location or preferred area
- Your budget, if known
- The purpose of the event
- Any venue, entertainment or activity ideas you already have
- Any important requirements or restrictions
From there, an experienced event organiser can help turn your initial ideas into a workable event plan.
Contact HIYA Create Your Ideal Event
A successful event requires creativity, planning, professional production and engaging entertainment. As one of Ireland’s leading event management companies, HIYA delivers a range of themes and with over three decades of experience and a full range of event management, entertainment and production services, our team can bring your vision to life from concept to completion.
Contact HIYA Today to discuss your next corporate awards ceremony and discover how we can help create an event worthy of your team’s success.
