Event agency - everything you need to know about it

How do you plan an unforgettable, yet fully professional event that will deliver the desired results? The experienced event agency! What are its responsibilities? Why should you work with such a event company? And how do you choose the best one? We give you a hint!

What will you learn from the article?

In a dynamic market world, organising events has become a key element of a successful marketing strategy. Event agencies play an important role here, offering a comprehensive service in the planning, coordination and implementation of various types of events. But what exactly an event agency does and what events it organises?

The article takes a closer look at the activities of event agencies, discussing their role in organising a variety of events, from conferences and trade fairs to cultural or corporate events. We will also compare event agencies with advertising agencies, wondering whether it is worth working with event agencyto achieve success in promoting your business. We will also look at what modern technologies use event agenciesto create a 21st century event. Finally, we will discuss how to choose the right event agency to enjoy the results of your collaboration!

What are corporate events?

Company events it is an inseparable element of the functioning of many enterprises. Some consider them an effective promotional and image tool. Others organize them on the occasion of anniversaries or other important events in the life of the company. Corporate events help establish new business contacts, engage and integrate employees. They also allow the company to appear in the minds of recipients and thus build a positive image.

The business person does not always have the knowledge and experience of organising a corporate events. That is why it is worth entrusting the preparation of such an event to specialists. Professional event company has organized hundreds corporate events. He cooperates with dozens of outstanding subcontractors and is able to reach people who are difficult to reach. In short – event organizing agencies know how to plan an event tailored to your expectations the most demanding people. With an event organizer, every event is a source of success and satisfaction!

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CLICK above in the Corporate Events Configurator banner

Event agency is a professional, specialised company that provides comprehensive organisation of various types of events. Both on the technical side (providing audio-visual equipment, etc.) and on the content side (defining the theme or drawing up a plan tailored to the purpose of the event and what the event organisers want to communicate to the participants). It is part of a very important in Poland and worldwide the event industry. What exactly is the event industry?? It is a collection of all kinds of companies in the mass events sector, which organise events of various kinds. Before the pandemic o the event industry it was said to generate as much as 1.5% of Polish GDP on average. 

What does an event agency do?

Scope of activities event agency can vary depending on the type of client, the project being carried out, the circumstances and many other factors. However, regardless of any eventuality event companies first establish a plan for the organisation of the event, taking into account all the requirements and expectations that the client has outlined in the brief. When planning corporate events, you can rarely afford to improvise. The event plan is a specific basis necessary to organize the event, the absolute basis and the key to a successful corporate event. Event organizers know exactly how to prepare such a plan in order to be prepared for various, unplanned complications that may occur during the event.

How does an event company work?

At the beginning of the event organizer's cooperation the entire event is defined with the client (its goals, scenario, budget and design), and a convenient date is selected (so that the company event does not collide with other events that could compete with it). Especially if we organize events for companies. In such a situation, it should be taken into account whether competing companies or other enterprises in the industry are organizing another event at a given time. Then event agency helps the client find a facility that fits the entire concept of the event.

On the side event agency it is necessary to plan attractions tailored to the nature of the event, audiovisual production, as well as contact and negotiations with all contractors, including:

• decorators,
• photographers,
• event space managers,
• production agencies,
• speakers,
• security companies,
• catering companies,
• printing houses,
• animators,
• marketing consultants,
• and so on.

Logistics and more

Event team also takes care of all the logistics of the event, including the arrangement of attractions, the organisation of any transport of guests to the corporate event and the provision of accommodation for all or a specific group of participants. Organised in such a comprehensive manner event events must be successful!

Work event agency does not stop at planning the event. Its task is also to coordinate the event. The company watches over the proper course and safety of the event, reacts to any irregularities that arise during the event and ensures the quality of the entire event. What is more, the agency takes care of the marketing issue - it creates the marketing and communication strategy, prepares the branding, notifies the media and takes care of the promotion of the event.

According to Julie Rutherford Silvers, a certified event organization expert and co-founder of the Events Management Body of Knowledge, the final stage of work event agency is reporting. Its scope includes post-event communication, documentation of the event, a quantitative and qualitative summary, as well as a budget summary. As you can see, the scope of work event agencies it is extremely wide, which is why the right choice is so important. First of all, attention should be paid to her experience, but also to the opinions posted about her on the Internet.

What events does the event agency organize?

Specialists from event companies are intended to have a wide range of activities and a fairly extensive offering. Depending on the specialisation of these companies, the range of services may vary slightly. A good event planner should be able to plan an event of any size - from an intimate party for employees to a large gala for several thousand people. The organisation of an event - whatever its type - should not be a problem for an experienced agency.

Work event companies is based on organisation of events. However, it is important to first highlight the definition of the term. So what are events? Event in English, it is an "event" planned for a specific purpose, which determines the type of event, place, time or number of participants. Julia Rutherford Silvers, mentioned earlier, classified several types of events organized by event agencies. According to her, these entities specialize in the preparation of:

1. business and corporate events - support events business objectives, including management functions, corporate communications, employee relations and customer relations,
2. exhibitions and fairs - events gathering buyers, sellers and other interested people; the purpose of such events is to sell products or other resources to a specific industry or the general public,
3. marketing events - oriented to trade and meeting the needs of recipients; a kind of facilitation of the meeting of the seller and the buyer; a form of increasing awareness of the products / services offered by a given company,
4. conferences - gathering people to exchange information, debate, discuss, educate or build relationships.

Some event agencies also organise team-building trips for employees, concerts and company training. Others - such as event agency Live - specialise in organising music events, among other things.

Event agency and advertising agency

Some equate activity event agencies with the activities of advertising agencies. Unfortunately, this is a mistake. To the tasks event company should be understood broadly event organization. An advertising agency specializes in creating advertising campaigns and individual advertisements for products or brands in various media channels - e.g. in the press, television or the Internet. Advertising agencies are divided into companies offering activities in the BTL or ATL areas. Entities combining both competence levels are called 360° agencies.

As defined, the scope of activities event agency is very different from what an advertising agency does. So why do some people equate the two? What do they have in common event agency with an advertising agency? Company events are often an important element of a company's promotion. Properly organised, they help build brand recognition on the market, shape the company's image, and may also form part of an advertising campaign for a new product or service. However, when organising an event, we must bear in mind the significant differences that exist between event agenciesand advertising.

Activities event agency can, as it were, be intertwined with the activities of an advertising agency. It should also not be forgotten that one of the tasks of the event agency is the promotion of the event (e.g. in the media), which may fall somewhat under the remit of an advertising agency. However, in a general sense, an advertising agency and an event agency are not the same thing - and let's stick to that.

Is it worth working with an event agency?

Planning a corporate event is a demanding, labour-intensive task that not every entrepreneur can manage. The help of an experienced event company can prove invaluable. About the difficulties involved in organising a integration event, especially large enterprises that organize events on a regular basis. That is why they are so eager to use the support of event organizers. Then they gain confidence that the company event will turn out to be a spectacular success.

Event agencies employ professionals who know the industry perfectly and thus know how to organise events that will be successful - allowing the company to achieve its goal. Best event agencies attract the greatest talents. A team of highly qualified specialists can create a unique corporate event from scratch, tailored to the client's expectations. Employees, using their creativity and vast knowledge, propose unconventional solutions that can distinguish the organized event from other, competitive ones. They can bring almost any idea to life, turning it into an amazing party! Event office is a place where nothing is impossible.

Event agency handles the event in a comprehensive manner, including all technical and content-related issues, promotion and professional advice at every stage. Hiring an agency saves a lot of time that the client would otherwise have to devote to organizing the event themselves. Collaboration with event agency is a guarantee of success! Biggest event agencies usually have an extensive portfolio. This does not mean, however, that only such are worth cooperating with. Smaller ones, for example, have the advantage of knowing the local market very well. The company integration events they organise draw on the wealth of the region - and every corner of Poland has something interesting to offer.

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21st century event - what technologies are used by event agencies?

Today's recipient is very demanding. Therefore, the organizers corporate events they should make sure that each element is refined down to the smallest detail, and that the event itself is attractive - that it evokes emotions, influences the imagination, provides amazing adventures and puts the company in a good light.

Currently, an inseparable element corporate events are new technologies that come in handy at every stage of working on an event - from organisation, to the event itself, to post-event handling. What technologies do event agencies use most frequently? ? Which modern event technologies are worth taking an interest in?

1. Modern multimedia

An excellent example of the use of new technologies in the event industry there are LED screens that are perfect for, among others at conferences or fairs. The screens are able to display an image of excellent quality that can be viewed from many angles.

2. Live streaming

Innovation in the event industry is also live streaming, i.e. broadcasting an event in real time on any media channel. Today, online tools - including social media or YouTube - are increasingly being used for this. Live streaming is a great way to increase the reach of the event being organisedand thus to promote the company. Live transmission allows people staying in the farthest corners of the world to "participate" in the event. Live streaming has grown in popularity during the pandemic.

3. Apps

For new technologies in the event industry various applications facilitating the organization of the entire event can also be considered. Event agencies they willingly use applications that improve guest registration, ticket sales, communication with recipients or keeping statistics. In addition, they use planning systems (e.g., Gantt and PERT charts), as well as software to create visualizations of the scene, space, market stands, etc.

With progressive event companies the introduction of modern technologies should not be a problem. So always seek event agenciesthat are open to them.

How to choose an event agency?

A corporate event can bring many benefits. Depending on the nature and form of the event, it may be:

• warming the company's image,
• promoting a new product or a whole range of products,
• gaining new industry contacts,
• increasing the sale of specific goods or services.

However, for an event to be effective, it must be planned down to the last detail. It's only natural that you want every element of your corporate event stand out for its excellent quality and professionalism. Therefore, take care of this at the very beginning of the preparations for your corporate event and do your best to find the right event agency. Do meticulous research, carefully analyse the offers and also the scope of services of several companies. In a word, gather all the necessary information. Remember that A whole team of professionals can help you organize your event, who will not only ensure the success of your event, but will also relieve you of all the work and responsibility that comes with organizing corporate events.

In order to successfully plan a corporate event, a range of specialist skills and considerable knowledge of the the event industry. Looking for the perfect event agency, first and foremost pay attention to her experience.

Check the company's previous projects, ask for references, read opinions about it on the Internet, on thematic forums and in social media. Look for an agency that works with passion and puts heart into what it does. A professional company will be fully committed to organizing your event!

Take your budget into account

Make sure the event organiser understands your expectations. Listen carefully to the ideas she will suggest to you, and pay attention to her way of communicating. You will achieve the best results if you and event agency You will be working as a team. It is therefore important that you get along with each other, understand each other without problems and do not enter into unnecessary conflicts. Particularly important is also the frequency and form of communication with the an event company. Pay attention to whether you have to ask for contact yourself, whether you have a designated person - a specialist - who is overseeing your project, and whether you have been given specific details from the event organiser for regular contact, such as email or mobile phone.

The last, but no less important, point in choosing event agency is the budget you can allocate for the event - the budget should include both the remuneration for the agency organising the event and the cost of any issues related to the preparation of the event. If you don't include a budget, you will only waste valuable time - yours and the event company's. If you don't want to organise a corporate event yourself, remember that you need to have a budget. It is not worth choosing the cheapest event agencyif you want to succeed. The best events are created in cooperation with event organisers with a renowned reputation. With such a partner, you can be sure that your company's team-building event will be a success.

How much does cooperation cost?

Cost of work event companies may vary significantly depending on the scale of the event organised. The basis for the quote is the data that the client provides to the company in the brief. It is therefore up to the client to formulate an appropriate enquiry, including all the necessary information about the planned event - from the number of participants, to the general characteristics of the target group, to the type of event, the budget and the objective the client wants to achieve by organising the event.

The response to the brief is an offer, including a full cost estimate, all points of the event, a preliminary timetable of activities related to the organization of the event, script, description of the set, propositions of the announcer, artist and gadgets, etc. The more precise, more precise the brief, the more likely the offer will fully meet the needs and expectations of the client.

An event agency only for companies?

Event agencies mainly deal with the organisation of company events - including team-building events, anniversaries, conferences or trade fairs. B2B cooperation with companies is a kind of foundation of the activities of every event company. This does not mean, however, that the agencies are not implementing other projects.

A large group of customers event companies are the local authorities. Local authorities realise that it is extremely difficult to get people interested in an event today. People have a wide variety of entertainment options, so a public event needs to have something special to catch their attention. Help event agency in this regard, it may prove invaluable. In fact, nothing is impossible for good event organizers. Any type of event, not just organizing events for companies, should be prepared by agencies.

Event companyAgencies, using their knowledge and experience, can organise a tailor-made event for local people, one that they will remember for a long time. Agencies organise all kinds of public events, both large and small, including town days, family festivals, anniversary celebrations and so on. They organise social events both large and local event companies are leaning in. From services event agencies ecclesiastical authorities benefit. The help of a professional agency is especially useful for events that are of interest to young people.

The media is also hired by event companies

Organising media events is not the easiest of tasks. They are usually national events that require long, very meticulous preparations. It is therefore not surprising that event companies are often involved in working on TV galas, charity events or other special events with a large scope. Are you interested in corporate events in Lower Silesia? Or perhaps integration workshops in the mountains or outdoor event? Any of these options can be organised, if we choose the right one event agency.

Although companies and public entities make up the majority of customers event agenciesbut it also happens that private individuals use their services. These are usually people with large budgets who want to organise a spectacular special event. For example, brides and grooms who dream of a lavish wedding enriched with unusual special attractions - such as a star concert or a professional dance show. If someone is interested in a wedding hall in Lower Silesia, the agency will find one that meets all expectations. A client wants to plan an unforgettable wedding in the mountains? Here, too, you can count on support.

Help event agency in organizing a corporate event, it may turn out to be invaluable. The specialists working in the agency have extensive knowledge, vast experience and incredible creativity, which allow them to plan one-of-a-kind events, tailored to the expectations of even the most demanding customers. The event organized by a professional agency will surely be a success!

What are the advantages of an event business?

Event activities brings many benefits to businesses, having a positive impact on their development and image. Organising a variety of events allows them to reach their customers directly, which fosters lasting relationships and increases loyalty. In addition, by event services, companies can stand out from the competition by demonstrating their uniqueness and innovation. Working with a professional event company ensures that every event is worked to the finest detail, resulting in a positive experience for participants. Thanks to, events for companies are becoming a key element in the marketing strategy of many businesses, enabling them to promote their products and services effectively.

Competences of a professional event organiser

Professional event company should have a team with a wide range of competencies to meet the diverse expectations of clients. Key skills include excellent project management, creativity in developing unique concepts and the ability to communicate effectively. Knowledge of the latest trends in the event industry allows the implementation of innovative solutions that distinguish the events organised. In addition, experience in providing event services allows for swift resolution of potential problems and adaptation to dynamically changing conditions. Cooperation with such event company provides clients with the confidence that their events will be executed to the highest standard, with attention to every detail.

Corporate events as an employer branding tool

Events for companies play an important role in building the employer's image, being an effective employer branding tool. Organising attractive integration or training events fosters a positive atmosphere in the workplace, which translates into employee satisfaction and loyalty. Cooperation with an experienced event company allows the programme to be tailored to the needs of the team, making such initiatives more effective. Thanks to event services, companies can also showcase their organisational culture and values, thereby attracting potential candidates.

Who does the event agency employ?

We mentioned that event agency employs professionals who know the industry and how to organise a successful corporate events. What does this mean in practice? Who exactly works in such a company and what do the different people do?

The most important group of agency workers are event managers. Event manager, or a specialist in the field of health. event organization is a person dealing with the broadly understood organization of all kinds of events and events. The main tasks of an event manager include:

• searching and booking places for a corporate event,
• cooperation with suppliers and customers,
• overseeing logistics issues,
• organization of accreditation, permits and other documents,
• managing the risk related to the organization of the event.

The event agency is a team of specialists!

Event specialists are distinguished by outstanding creativity. They easily come up with unusual solutions, tailored to customer expectations, quickly implement their ideas and quickly organize the necessary materials and elements. Event managers are able to effectively manage time, give orders efficiently and easily communicate with others.

The second important position in event agency is the New Business Manager. The New Business Manager is responsible for expanding the customer base, i.e. acquiring new customers. His or her second task is to maintain positive relationships with existing customers. What does this mean in practice? The New Business Manager contacts potential customers, prepares presentations and leads them during business meetings. In addition, he or she strives to sign a mutually beneficial contract, i.e. a event agency and for the client.

In event agencies also work with the creative department. Based on a brief, the creative staff prepare concepts and offers. Their task is to adapt the project as far as possible to the expectations of the client in question and to propose solutions that will interest him and induce him to start cooperating with the agency. It is the creative staff who are behind the effectiveness and attractiveness of events! Thanks to their ideas and commitment, company events organised by professional event organisers they are unusual, one-of-a-kind, and therefore fully effective!

Event company may also employ:

• marketing specialists who deal with the promotion of organized events,
• public relations specialists whose task is to build a positive image of the event,
• technical staff who are responsible for all technical issues.

Among event organisers, every employee has a specific task. If you are organising a large event, it is worth applying to event agency employing a variety of specialists. This way, each staff member will handle a different part of your event and you can count on the full success of the event!

The event agency will help you organize an integration event

Do you employ outstanding employees, provide them with excellent working conditions and ensure that the division of duties is logical and fair, but you do not see the expected results? The problem may be poor relations between individual members of the company's staff. It is not difficult to put a few excellent employees next to each other. The real challenge is to ensure that these employees make the most of their potential as a group and work to their fullest effectiveness. The key is team integration! Therefore, it is worth considering organizing events for companies. It's good to change the environment. A company event in the mountains can turn out to be a hit. An integration event for the company, in addition to activities improving relations in the team, can also be an opportunity to explore interesting corners of Poland.

Employee integration should be an integral part of your company. Periodic integration meetings are the best way to create a well-coordinated team at work that will easily carry out all professional tasks, quickly overcome obstacles and solve problems, achieve set goals and be successful. By investing in group integration, you invest in the development of your company! The idea for a team-building event may come from the employees themselves. You can ask about where they would like to go and what attractions they expect, e.g. in the form of an anonymous survey. Then the integration event for employees will become, to some extent, a joint venture of the entire company.

The most popular form of integration are parties. Organizing such an event is a big undertaking. It requires commitment, time, appropriate knowledge and a certain amount of creativity. If you want every element of the event to be perfect, entrust the project to professionals. A comprehensive event agency will organize a tailor-made event your employees' expectations.

Organization of an integration event - how does an event agency do it?

As with other types of events, a brief is prepared first. The brief defines the client's expectations and budget - it is a kind of guide that facilitates the management of the entire project. At the beginning, the creative department enters the action, which, based on the client's requirements, creates the concept of the event, i.e. comes up with a leitmotif, prepares a script and defines executive guidelines for event managers.

Then it's time to implement the project. An important element is the choice of the place where the event will take place. Place for an integration event should correspond to the concept and form of the event. In addition, it should be attractive, tailored to the needs of invited guests and in its own way unique. When choosing a location event agency also draws attention to local attractions or attractions offered by a given facility that could spice up the event. Choosing a unique place is half the battle!

Why use an event agency?

Cooperation with event agency brings many benefits to companies planning to organise events. A professional company has the experience and knowledge necessary to successfully plan and execute a variety of events. This allows companies to focus on their core activities, entrusting the organisation to specialists. In addition, event agency has a wide network of contacts with service providers, which allows it to negotiate favourable conditions and optimise costs. It is also worth noting that event company provides a comprehensive service, from concept to completion, which minimises the risk of failure and guarantees the high quality of the event. As a result, using the services of event agency is cost-effective and efficient for any company.

What does it look like to work with an event company?

Start of cooperation with event agency usually begins with a consultation, during which the client's goals and expectations are discussed. This is followed by, event company proposes a concept for the event, taking into account the company's budget and specifics. Once the plan is approved, event agency starts organising, coordinating all logistical aspects such as location selection, catering and attractions. On the day of the event, the team supervises the event, taking care of every detail. Afterwards, event agency often carries out analysis and collects feedback in order to assess the success of the event and learn lessons for the future.

How to tailor the event to the target group?

The key to a successful event is to tailor it to the needs and expectations of the participants. Professional event agency starts the planning process by analysing the target group, taking into account factors such as age, interests or nature of work. Based on this information, event company creates the scenario and selects the attractions that will be most engaging for the participants. It is also important to consider the location and format preferences of the event to ensure the comfort and satisfaction of the guests. Thanks to this approach, event agency ensures that the event organised will not only be attractive, but will also effectively meet the business objectives set.

Like a party, it's attractions!

Event companies Silesia and from any other region, are involved in the comprehensive planning of all attractions. Depending on the nature of the event, the client's budget and the venue, these can be:

• performances by musicians or cabaret artists,
• artistic shows, e.g. dancing,
• live cooking, bartending and other shows,
• sports attractions, e.g. a mini-golf tournament, a football match, paintball, field games (stalking, etc.),
• scenario games, e.g. crime puzzles,
• integration games, e.g. dancing around chairs, limbo dancing, word games, competitions and tournaments, etc.

What's more, event company orders catering, arranges all subcontractors and - if the event is to take place outside the city - organizes accommodation for all participants of the game.

How do we do it at Commplace? We are experienced event organizer and at the same time the only agency in Poland with its own Event Centre. Dwór Korona Karkonoszy is an elegant boutique facility located at the foot of the picturesque Karkonosze Mountains. At the facility, we organise events for companies, including unforgettable team building and themed events. We offer a choice of 100 event scenarios, and plan interesting team-building games to spice up any employee meeting. The best event company is one that listens to the client's needs and meets them. An integration event at Dwór Korona Karkonoszy is a guarantee of great fun and unforgettable adventures.

Organization of corporate events with an event agency

Organization of corporate events is a very important aspect of the business. Such events allow employees to integrate and make new contacts and strengthen team bonds. However, organising such an event can be complicated and requires a lot of time and effort. It is therefore advisable to use the services of specialists in this field. Professional event agency It will provide everything needed to make such an event not only successful, but also tailored to the character of the company in question and its employees. Experts will take care of every detail, from decorations, through attractions, to catering and music. Thanks to this, employees will have the opportunity to meet in an appropriate and unobtrusive environment, and the company will gain its reputation and positive image.

It is therefore worth reviewing your portfolio event agency and entrust the organisation to company events the best one. Korona Karkonosze Manor corporate events has been organising for years. Event agency Sosnówka provides comprehensive event organisation. It will develop for you an event type and a corporate event plan tailored to the needs of the participants in the corporate event.

In summary, cooperation with event agency can bring many benefits to an organisation wishing to organise a successful and effective event. Thanks to their professional approach, experience and creativity, you can achieve your business goals and strengthen the company's image. It is also worth noting that event agencies not only organise events, but also use modern technology to create unique and engaging experiences for participants. Therefore, choosing the right event agency can be crucial to the success of an event. We encourage you to carefully review your options and choose the partner that best meets your organisation's needs and expectations.

See how to organize a party – event configurator