Event agency - everything you need to know about it

How to plan an unforgettable and fully professional event that will bring the expected results? An experienced event agency will help you prepare a unique event! What is the scope of her duties? Why is it worth establishing cooperation with such a company? And how to choose the best one? We advise!

What does the article contain?

In the dynamic market world, organizing events has become a key element of an effective marketing strategy. Event agencies play an important role here, offering comprehensive services in the planning, coordination and implementation of various types of events. But cThis is exactly what he deals with event agency and what events it organizes? In the article, we will take a closer look at the activities of event agencies, discussing their role in organizing various events, from conferences and fairs to cultural and corporate events. We will also compare event agencies with advertising agencies, wondering whether it is worth cooperating with an event agency to achieve success in promoting the company. We will also look at what modern technologies event agencies use to create an event fit for the 21st century. Finally, we will discuss how to choose the right event agency to enjoy the effects of cooperation!

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. Office party they help in concluding 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.

A person running a business does not always have the knowledge and experience in organizing company events. Therefore, it is worth entrusting the preparation of such an event to specialists. A 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!

Event agency is a professional, specialized company that deals with comprehensive organization of various types of events and events. Both from the technical side (providing audiovisual equipment, etc.) and from the substantive side (defining the topic or writing a plan tailored to the purpose of the event and what the event organizers want to convey to the participants). It is part of the event industry, which is very important in Poland and around the world. What exactly is the event industry?? This is a collection of all kinds of enterprises operating in the mass events sector that organize various types of events. Before the pandemic, the event industry was said to generate on average as much as 1.5% of Polish GDP. 

What does an event agency do?

The scope of activities of an event agency may vary depending on the type of client, the project being conducted, circumstances and many other factors. However, regardless of all eventualities, event companies first establish a plan for organizing the event, taking into account all the requirements and expectations of the client presented 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 The event agency helps the client find a facility that fits the entire event concept.

The event agency is responsible for planning 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

The event team also deals with the entire logistics of the event, including the arrangement of attractions, the organization of possible transport of guests to a company celebration and providing accommodation for all or a specific group of participants. Organized in such a comprehensive way events must go!

The work of an event agency does not end with 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 course and cares about the quality of the entire event. What's more, the agency deals with the marketing issue - it creates a marketing and communication strategy, prepares 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-creator of the Events Management Body of Knowledge, the last stage of an event agency's work is reporting. Its scope includes: post-event communication, documenting the event, quantitative and qualitative summary, as well as budget summary. As you can see, the scope of work of event agencies is extremely wide, which is why it is so important to choose the right one. You should pay attention primarily to its experience, but also to the opinions posted about it on the Internet.

What events does the event agency organize?

Experts from event companies are assumed to have a wide range of activities and a fairly extensive offer. Depending on the specialization 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 grand gala for several thousand people. An experienced agency should not have any problems with the organization of an event - regardless of its type.

The work of event companies is based on organizing events. However, the definition of this concept should be emphasized first. 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 - events supporting business goals, including management functions, corporate communication, 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 organize integration trips for employees, concerts and company training. Others, such as the Live event agency, specialize in e.g. in organizing musical events.

Event agency and advertising agency

Some equate the activities of event agencies with the activities of advertising agencies. Unfortunately, this is a mistake. The tasks of an event company include broadly understood 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.

According to the definition, the scope of activities of an event agency is significantly different from what an advertising agency does. So why do some equate them? What connects an event agency with an advertising agency? Company events are often an important element of company promotion. Properly organized, they help build brand recognition on the market, shape the company's image, and can also be part of an advertising campaign for a new product or service. However, when organizing an event, we must remember about the significant differences that exist between event and advertising agencies.

The activity of an event agency may be intertwined with the activity of an advertising agency. It should also not be forgotten that one of the tasks of an event agency is to promote the event (e.g. in the media), which may be somewhat of an advertising agency's scope of responsibilities. However, in a general sense, an advertising and event agency is not the same - and let's stick to that.

Is it worth working with an event agency?

Planning a company event is a demanding, time-consuming task that cannot be met by every entrepreneur. The help of an experienced event company may prove invaluable. About the difficulties of organizing 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 thanks to this they know how to organize events that will be successful - they will allow the company to achieve its goal. The best event agencies attract the best 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 extensive knowledge, propose unconventional solutions that can distinguish the organized event from other competitive events. They can bring almost any idea to life, turning it into an amazing party! An event office is a place where nothing is impossible.

The event agency handles the event in a comprehensive way - it takes care of all technical and substantive issues, deals with promotion, and provides 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. Cooperation with an event agency is a guarantee of success! The largest event agencies usually have an extensive portfolio. This does not mean, however, that only such people are worth cooperating with. The smaller ones, for example, have the advantage of knowing the local market perfectly. Organized by non-corporate companies integration events they draw on the richness of the region - and every corner of Poland has something interesting to offer.

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

Today's recipient is very demanding. Therefore, the organizers of company events should ensure that each element is refined to the smallest detail, and the event itself is attractive - that it arouses emotions, affects the imagination, provides amazing adventures and puts the company in a good light.

Currently, an inseparable element of corporate events are new technologies that are useful at every stage of work on the event - from organization, through the event itself, to post-event service. What technologies do event agencies use most often? ? Which modern event technologies are worth getting interested in?

1. Modern multimedia

A perfect example of the use of new technologies in the event industry are LED screens, which are great for e.g. at conferences and fairs. The screens are able to display an image in excellent quality that can be viewed from many angles.

2. Live streaming

Innovation in the event industry is also live streaming, i.e. broadcasting the event in real time in any transmission channel. Today, Internet tools are increasingly used for this purpose, including social media and YouTube. Live streaming is a great way to increase the reach of the organized event, and thus to promote the company. Live broadcast allows people from the farthest corners of the world to "participate" in the event. Live streaming has grown in popularity during the pandemic.

3. Apps

Various applications facilitating the organization of the entire event can also be considered new technologies in the event industry. Event agencies eagerly 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 stalls, etc.

With progressive event companies, introducing modern technologies should not be a problem. So always look for event agencies that are open to them.

How to choose an event agency?

Company party can bring many benefits. Depending on the nature and form of the event, it can 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 stood out for its excellent quality and professionalism. Therefore, take care of this at the very beginning of preparations for a corporate event and put a lot of effort into searching for a suitable event agency. Do thorough research, carefully analyze the offers and scope of services of several companies. In one word – collect 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.

To effectively plan a corporate event, a number of specialist competences and extensive knowledge of the event industry are necessary. When looking for the perfect event agency, first of all, pay attention to its 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 organizer understands your expectations. Listen carefully to the ideas she offers, and pay attention to her communication style. You will achieve the best results if you and the event agency work in one team. That is why it is important that you get along, understand each other without problems, and do not enter into unnecessary conflicts. The frequency and form of communication with the event company are also particularly important. Pay attention to whether you have to ask for contact yourself, whether you have a designated person - a specialist who watches over your project, and whether you received specific contact details from the event organizer, e.g. e-mail or mobile phone.

The last, but no less important, issue when choosing an event agency is the budget you can allocate for organizing the event - the budget should include both the remuneration for the agency organizing the event and the costs of all issues related to the preparation of the event. If you don't take the budget into account, you will only waste valuable time - yours and the event company's. If you don't want to organize a corporate event yourself, remember that you need to have an appropriate budget. It is not worth choosing the cheapest event agency if you want success. The best events are created in cooperation with reputable event organizers. With such a partner, you can be sure that your company integration event will be taken care of down to the last detail.

How much does cooperation cost?

The cost of work for event companies can vary significantly depending on the scale of the event being organized. The basis for the valuation is the data that the client will provide to the company in the brief. Therefore, it is the client's responsibility to formulate an appropriate inquiry containing all the necessary information about the planned event - from the number of participants, through the general characteristics of the target group, to the type of event, budget and goal that the client wants to achieve by organizing the event.

The answer to the brief is an offer that includes a full cost estimate, all points of the event, a preliminary schedule of activities related to the organization of the event, a scenario, a description of the scenography, proposals of the announcer, artist and gadgets, etc. The more precise and precise the brief is, the greater the likelihood that the offer fully meets the needs and expectations of the client.

An event agency only for companies?

Event agencies mainly deal with the organization of company events - including integration events, anniversaries, conferences and fairs. B2B cooperation with companies is a kind of foundation of the activity of every event company. This does not mean, however, that agencies do not carry out other projects.

A large group of clients of event companies are local government authorities. Local government officials are aware that today it is extremely difficult to interest residents in an event. They have a lot of different forms of entertainment to choose from, so a public event must stand out with something unique to attract their attention. The help of an event agency in this matter may prove invaluable. In fact, for good event organizers, nothing is impossible. Any type of event, not just organizing events for companies, should be prepared by agencies.

An event company, using its knowledge and experience, can organize an event tailored to the expectations of residents - one that will remain in their memory for a long time. Agencies organize various types of public events on a smaller and larger scale - including city days, family festivals, anniversary celebrations, etc. Both large and local event companies are responsible for organizing social events. Church authorities use the services of event agencies. The help of a professional agency is particularly useful in the case of events that are intended to interest young people.

The media is also hired by event companies

Organizing media events is not the easiest task. These are usually national events that require long, very meticulous preparations. It is therefore not surprising that event companies are often involved in working on television galas, charity events and other special and large-scale campaigns. Are you interested in corporate events in Lower Silesia? Or maybe team-building events in the mountains or outdoor events? Each of these options can be organized if we choose the right event agency.

Although companies and public entities constitute the majority of clients of event agencies, it also happens that private persons use their services. Usually these are people with a large budget who want to organize a spectacular occasional event. An example is the bride and groom 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 will meet all expectations. The client wants to plan an unforgettable wedding in the mountains? Here, too, he can count on support.

The help of an event agency in organizing a company event can be invaluable. Specialists working in the agency have extensive knowledge, vast experience and incredible creativity, which allow them to plan unique events, tailored to the expectations of even the most demanding customers. An event organized by a professional agency will surely be a success!

Who does the event agency employ?

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

The most important group of agency workers are event managers. Event manager, or a specialist for 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 the event agency is New Business Manager. New Business Manager is responsible for expanding the customer base, i.e. acquiring new customers. His second task is to maintain a positive relationship with existing customers. What does this mean in practice? New Business Manager contacts potential clients, prepares presentations and conducts them during business meetings. In addition, it aims to sign a mutually beneficial contract, i.e. for the event agency and for the client.

People responsible for the creative department also work in event agencies. Based on the brief, creative employees prepare concepts and offers. Their task is to adjust the project to the expectations of a given client as much as possible and to propose solutions that will interest them and encourage them to cooperate with the agency. It is the creative employees who stand behind the effectiveness and attractiveness of events! Thanks to their ideas and commitment, corporate events organized by professional event organizers they are unusual, one-of-a-kind, and therefore fully effective!

An 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 organizers, each employee has his or her own specific tasks. If you are organizing a large event, it is worth contacting an event agency employing various specialists. Thanks to this, each employee will deal with a different part of your event, and you will be able to 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 integration event should correspond to the concept and form of the event. In addition, it should be attractive, tailored to the needs of the invited guests and unique in its own way. When choosing a location, the event agency also pays 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!

Like a party, it's attractions!

Event companies from Silesia and from any other region deal with comprehensive planning of all attractions. Depending on the nature of the event, the client's budget and the place where the event will take place, 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, the 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 fun.

And how do we do it at Commplace? We are an experienced event organizer and the only agency in Poland with its own Event Center. Dwór Korona Karkonoszy is an elegant boutique facility located at the foot of the picturesque Karkonosze Mountains. We organize corporate events at the facility, including unforgettable events team building and thematic events. We offer a choice of 100 event scenarios, and we also plan interesting integration games that will diversify every 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

Organizing corporate events is a very important aspect of business. Such events allow employees to integrate and establish new contacts, as well as strengthen team bonds. However, organizing such an event can be complicated and requires a lot of time and effort. Therefore, it is worth using the services of specialists in this field. A professional event agency will provide everything needed to make such an event not only successful, but also tailored to the nature of the company 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.

Therefore, it is worth verifying the portfolio of an event agency and entrusting the organization of company events to the best one. Dwór Korona Karkonoszy has been organizing company events for years. The Sosnówka event agency deals with the comprehensive organization of events. He will prepare for you the type of event and the plan of the company event tailored to the needs of the participants of the company event.

To sum up, cooperation with an event agency can bring many benefits to an organization that wants to organize 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 organize events, but also use modern technologies to create unique and engaging experiences for participants. Therefore, choosing the right event agency may be crucial to the success of the event. We encourage you to carefully analyze your options and choose the partner that best meets the needs and expectations of your organization.