How to check if an event company will meet our expectations?

Every event company today operates in a highly competitive market. Some approach entrepreneurs directly with an offer, others tempt you with a strong online brand and bonuses. You will actually find out who you are dealing with only when you get to the event... Or maybe there is a way to check the event company beforehand? 

What is an event company?

Companies or event agencies (these terms are usually used interchangeably) provide service MICE sectori.e. meetings, incentives, conferences, events. Industry meetings – because we can also come across such a term – it has been developing quite rapidly in recent years. Most companies have understood that company events are an inseparable element of the employer branding strategy, i.e. activities aimed at building the image of the employer. Also, the promotion of companies and organizations through events is gaining popularity. Classic ads are less and less fulfilling their function, and their tasks are just taken over event marketing. However, organizing a professional corporate event is often not an easy task. It is worth using the services of professionals. The help of an event agency may be indispensable if we want a successful event.      

Event agency Sosnówka near Karpacz 

When choosing an event agency, the first impression is definitely important. Sometimes it is worth being guided by your intuition, but also meeting with company representatives in person. Especially if their seat is located in an attractive place and is also a training and event center, as in the case of Dwór Korona Karkonoszy in Sosnowka. Then on site we can check how the facility looks like, what it offers, what the employees are like. This will allow us to form our own opinion about a given company, and not just rely on, not always reliable, opinions from various portals.

Event agency - what does it do?

Event companies organize events, mainly corporate ones. At this point, you may ask yourself, is this type of activity justified? Are there any volunteers for event services? After all, what is it like to organize an event? Is it some great art? After all, probably each of us has organized some event in our lives. 

Such a misconception of working in an event agency can be encountered quite often. However, life quickly verifies such opinions. In practice, it quickly turns out that organizing a trip to the cinema and pizza for a few friends is one thing, and organizing a conference, integration meetingtheater workshops or a 3-day trip to integration in the mountains or a great company picnic for all employees and their families, or a company Christmas party. Only experienced event agencies will cope with such a task. Especially since the event can be educational, recreational, social or cultural. Or a mix of different types. Each has its own specificity, and knowledge of the nuances can determine the success or failure of the event.

Event - definition

What is an event? Can you give a definition of it? This term is quite capacious, but it is definitely an "event" - something unusual, special, unusual. One of the classic definitions, proposed by the world-renowned event specialist JJ Goldblatt in the early 1990s, says that an event is "a unique moment in time, defined by ceremony and ritual, that meets someone's needs."

What is the job of an event agency?

It is difficult to describe the activities of event agencies in a few words. The scope of their work and interests is very wide. Of course, according to the name, the main activity is the organization of company events. But an event company often has a similar scope of tasks as a normal advertising agency. Such a creative event agency is, for example, Dwór Korona Karkonoszy. The best event agencies are able to prepare, for example, a company event or a conference from start to finish. They can also properly promote it and ensure the participation of experts, as well as provide original attractions for the event. As you can see, a professional event agency has a virtually unlimited field of activity and the range of services offered. She can also create and implement each event herself.

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Event company - activities

What we will expect from an event company largely depends on the type of events we want to commission them to prepare. The point is that you should approach differently and set different goals when organizing, for example, a conference or an international congress, and completely different expectations will be when preparing a company bonfire. In the latter case, the goal will be integration and team building. And in the case of a conference, the goal may be, for example, to promote the company and acquire contacts and experts in the industry we are interested in. Let us also pay attention to the fact that some event agencies offer only a narrow range of services. Their specialization is, for example, the organization of festivals and concerts. And they can actually be pretty good in scope organization of outdoor eventsbut not necessarily able to cooperate with the media or even perfectly fit into the local color. If an event agency specializes in smaller events, entrusting it with, for example, a nationwide event can be a significant risk.

Event agency it is primarily about working with people and for people. It is about both clients of event agencies and people whom event agencies employ. Especially agencies organizing events need to have very contact people in their team. For example event managerwho is to prepare an integration trip must obtain a lot of information about the group for which it is to be done. It must also perfectly coordinate all subcontractors, catering and prepare interesting attractions. You can't do that if you don't like working with people. It is also necessary to have competences such as communication skills, a sense of humor, working according to plan, but also the ability to improvise and find oneself in various situations. Sometimes you need to start a company party, other times you need to help someone in the event of a random event. You also need to be firm and flexible at the same time. As you can see, in order to personally take care of the comprehensive organization of events, you need to have a lot of social skills and soft skills.

Event company - what do others say about it? 

It seems obvious, but it is worth reminding that apart from the assurances coming from the event company itself, it is also possible check reviews about her. Places to look for them:

• website references,
• social media,
• Google reviews,
• industry rankings,
• blissful,
• professional press and information portals.

Event agency - opinions

One bad opinion should not eliminate the event company's chances of cooperation, but if it is followed by a lot of negative opinions, the agency may probably have something to hide. However, if an event company does not have any reviews online, it may have been on the market for a very short time. 

It is also worth paying attention to the quality of opinions about the event company. Are the references supported by the name of the company and is it a large, respected brand, or was the opinion issued by an anonymous person? These things matter too, especially in the online world where opinions are easily manipulated. An indicator of success may also be that you have already heard about an interesting event that was organized by a given entity. 

What attractions and amenities can you count on?

A professional in virtually every field works at the intersection of client expectations and his own vision, supported by experience. The same should be true for an event company. Note,whether your needs and suggestions are taken into account – after all, it's about your party. On the other hand, a professional is able to suggest some solutions to you. For example, if you are very tense event schedule, and you are also planning an extensive menu and an elegant dinner, an expert may advise you to replace it with a buffet version with fewer dishes. The same will apply to planned attractions.

Karpacz event company

Karpacz and its surroundings are places very willingly chosen to organize company events. Therefore, it is not surprising that the vicinity of the Karkonosze Mountains is also a place where the event industry is developing rapidly. When choosing an event company, Karpacz, located in the neighboring Sosnówka, is worth considering The Crown of the Karkonosze Manor. His offer of company events can be briefly described as a lot, interesting, in a unique place and with phenomenal cuisine. This stylish mansion can be completely at your disposal for one special event. Thanks to this, the formula of the event can be completely arbitrary and only the imagination can limit the ideas for adding splendor to the event. This event company near Karpacz offers over 100 different attractions for events.

The organization of an integration event is one of the basic tasks of an event company. In this case, it seems crucial to prepare an appropriate scenario of the event and attractions that will make a big and positive impression on the participants. Not everyone wants to take part in a boring sitting session again, especially with people with whom they spend a lot of time at work every day. A professional event company can arrange each event in such a way that it differs from the previous ones. Certainly, it will also provide surprises that will build a good mood and will be remembered by the participants for a long time. However, preparing such a corporate event requires a lot of effort and fresh ideas. Even the best event company has to make a good effort to surprise its customers with something new.

How does an event company work?

What is the first stage of an event agency's activities? It is about listening. Yes, this is how an event company works. He listens first, then acts. We usually associate event agencies with movement, action, action, but for this stage to take place, you need to listen to the client. Sometimes personally, sometimes using a brief, i.e. written guidelines. In the brief we will find a list of the client's needs, requirements and wishes. Of course, sometimes they need to be modified, but they set the framework for activities and allow you to set the direction when preparing the event.

So first we have to know the customer's needs. Then preparing an offer that matches the requirements presented. Then meeting planner distributes tasks between individual employees within the event agency and looks for subcontractors. Then he does the work of coordinating the course of the event. And finally, after the event, there are activities summarizing the event and settlements - with the client and contractors.

Meeting planners from event agencies usually offer their help at every stage of planning, implementing and settling the event. Customers appreciate this – they prefer contact with one and the same person at every stage of a company event. Thanks to this, they do not have to worry about communication disruptions. All arrangements are up-to-date and known to all interested parties, which increases the chances of a successful event.   

Corporate event brief

Basic information about the corporate event:

• the purpose of the event - team integration, promotion of the company or brand, thanking employees or contractors, summary of achievements, setting a goal for the future, etc.;
• type of event - training, congress, jubilee, team games with elements of team building, integration workshops, etc.;
• the planned date of the company event - an event lasting several hours, 2 days or longer;
• party place corporate - mountains, sea, lakes, city; company headquarters, restaurant, hotel, conference center, training center, etc.;
• number of invited guests;
• additional attractions for the event - concert, workshops, shows, etc.; it should be something really interesting and surprising for the participants;
• projected event budget.

Having this data, the event agency presents its offer to the client. Once it is approved, it's time to write a detailed schedule of work on the event.

Corporate event - work schedule

What elements should be considered when planning a company event? finding conference facility in the chosen place is crucial. Hotel, conference center, workshop center - you need to choose a place with sufficient conference and training space. However, this is not enough. The most common model of a corporate event is an away meeting lasting 2 days. So you will need accommodation for the event guests, preferably in a climatic, atmospheric place, distinguished by individualized decor. Then the participants of the event will remember this trip perfectly. Boutique mansion with interesting rooms will be perfect. 

And yet catering – meals during meetings or workshops, and perhaps a bonfire, barbecue or company ball In the evening? Then you need to prepare a special menu. It is best to focus on regional cuisine, because tasting new dishes will be an additional attraction for the participants of the company event.

You should also take care of transport to the event site. You can either rent coaches or arrange that the participants of the event will reach the place on their own. However, this is a rarely used solution. A joint journey allows the participants to get to know each other and strengthen bonds in the team from the very beginning of the event.     

Once these basic issues are settled, care must be taken to find subcontractors. For example, photographers, videographers, decorators or animators of corporate events. Order event branding, i.e. badges, business cards, welcome kits, advertising gadgets or play scenarios. It is also worth highlighting the event. Special offer in social or traditional media, depending on the nature of the event, is a common element of event marketing today. 

What are the tasks of an event company?

The general task of the entire event industry is the professional organization of various types of events. The most popular are of course corporate integration events. But it is also about organizing, for example, press conferences, concerts, events of great importance for the local community or for a specific corporation or smaller company. The activities of event agencies also include marketing support, ensuring visibility and promotions on websites. This is due to the fact that For clients of event companies, each event is an investment. Each activity of such companies must therefore have a specific purpose. And in the long run, every event must bring a return.

For example company integration event on the surface, it is money spent to please employees. But in fact, we gain the loyalty of the crew, integrate employees with the team and strengthen communication. The long-term benefit will be retaining professionals in our company, achieving a synergy effect and promoting the company as an employer who cares about its people. So the event agency works for us in the field of employer branding, team building, supports marketing and additionally strengthens our company. As you can see, the work of event companies is not only fun, but also a very specific market activity.

Event company

A proven person will be able to predict certain situations related to, for example, the weather or the season of the year, based on their experience. Instead of a surprise on the spot, he can offer an alternative or take care of a contingency plan. Prepared by event planning specialists from Dwór Korona Karkonoszy events calculator allows you to adjust each event module to the circumstances. For example, dinner can last 2, 4 or even 7 hours. There is also a choice when the weather is nice integration hearth or, for example, a barbecue with roasting lamb.

If the weather breaks, the infrastructure of our facility allows you to continue playing indoors. Of course, we prepare the scenario of a company event individually each time, but the base of ready-made ideas allows us to simplify this process and efficiently combine various modules. 

Qualities of a good event organizer

What should a professional event organizer look like? First of all, communicative, as it is a relationship-based job. For this reason communication skills and soft skills are very important for event organizers. Another feature necessary in the work of an event manager is creativity. The scenario of the event, attractions for guests - coming up with an unforgettable event requires a certain dose of fantasy and innovation. Each event is unique and unrepeatable, although in a way similar to others. However, the client, type of event, guests, place, date or change attractions for a corporate party. At the same time, the meeting planner must be a down-to-earth person. Ensuring all deadlines, contractors and budget is a task for a well-organized, systematic and responsible person. Reflexes, flexibility and resourcefulness will also be useful in this work, because sometimes at the last minute, for random reasons, you have to change some previously agreed elements of the event.

Does the event company have its own facility?

Event company. Another interesting topic is what facilities a given event company cooperates with. If you are just starting out, you can expect that there are no preferential conditions in accommodation facilities. It is not only about financial matters. Experience and a wide base of accommodation facilities also contribute to the know-how discussed in the previous paragraph. An experienced event manager knows what kind hotel for integration events will work and which will not. For example, you may avoid places where weddings will take place at the same time, as well as facilities located next to the road or next to a shopping center. It offers even more possibilities to the event company own accommodation base. This is the case with the team gathered around Dwór Korona Karkonosze. Kitchen service, hotel, workshops and even own marketing agency – all this works here like a well-oiled mechanism and contributes to the final effect, i.e. a successful corporate event. 

Event agency - tasks

Do event agencies only organize corporate events? This is a common belief, but it is not entirely true. Most event agencies also provide services in the field of organizing family events - weddings, communions, christenings, anniversaries. Of course, event companies incomparably more often receive orders from companies, various types of organizations or institutions than from private individuals, but such orders also happen. It is something else organization of weddings. This type of assignment is more common, and some agencies actually specialize in it. Then they often use the name of a wedding agency, not an event agency, to emphasize the specificity of their market.

The most important thing in an event company is the human factor 

company events is organized with good fun and a pleasant time in mind. The last thing you should pay attention to before signing a contract with an event company is people. The atmosphere is very important, but what is even more important is their attitude, which translates into the success of your event. 

Event company - dates

company events is organized with a view to having fun and spending time pleasantly. The last thing you should pay attention to before signing a contract with an event company is people. The atmosphere is very important, but even more important is their approach, which translates into the success of your event.

It should be added here that even if you are dealing with a start-up company, you may have certain expectations regarding cooperation standards. If you don't get a clear schedule from your event company, suggest your own.

When the event company no longer fulfills the first arrangements, you can assume that further cooperation will also look like this. Then it is worth turning to professionals whose work style suits you. If you have any questions about organizing events, our specialists from Dwór Korona Karkonoszy are at your disposal. 

Event scenario

Of course, there is no single template for a corporate event scenario. After all, each event should be "tailor-made". However, many elements are repeated - the purpose of the event, the type of event, the time frame, the place of the event and accommodation, transport, participants, subcontractors, event promotion, necessary equipment, and attractions for the event. However, individual corporate events are quite different from each other.

Corporate event schedule

Is it easy to write an event script? It is a document or an application in which we collect all the information about the event - above all, everything that is needed to organize the event. That is, a detailed plan of a company event written out as:

• actions,
• procedures,
• persons,
• terms,
• equipment.

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How to prepare a scenario? First, you need to visualize the entire event. Mentally analyze all its stages and elements. And then write down: sentences to be performed; persons responsible for them; the dates by which individual activities should be done and the costs they entail.

In addition to a detailed scenario of the overall corporate event, it is also necessary to prepare partial versions of the event schedule. Co-organizers, subcontractors and guests should receive abridged versions containing information that applies to them.

Hotel events

Many corporate events are organized in hotels. The data collected by the Polish Tourist Organization clearly show that hotels are one of the most popular destinations on company events. Every year, up to 80% corporate events, congresses and conferences are held there. These are often cyclical events in proven places, because professionalism is the basis in this industry.

It is a convenient solution for companies, because often a company event lasts 2 or 3 days. So you need accommodation for guests, and there is no problem with this in a hotel. Of course, catering is also on site. However, that's not all - usually company events cannot do without additional attractions. This is where the event department at the hotel can come in handy. Employees of the event organization department usually deal with comprehensive order processing. The issue of accommodation, menu, training rooms and, of course, attractions is discussed with the hotel event manager, which allows for efficient arrangements and management of the event plan. We can be sure that the event manager employed in the hotel will easily communicate with the rest of the team, because they work together on a daily basis. Thanks to this, communication will be quick and trouble-free.

Types of company events - the purpose of the meeting

As the term event is very capacious and not very precise, we can easily guess that event companies deal with the preparation of very diverse events. What they have in common is that they are events of a unique nature, they do not take place every day, although of course they can be cyclical. When thinking about types of events, we usually start with the goal of the organizers. It may be about:

• celebrating an anniversary

• integration,

• motivating the team,

• teambuilding,

• product launch,

• brand promotion,

• promoting ideas,

• educating.

Attractions for company events

Culinary workshops with a celebrity chef? Barista shows or sommelier workshops? Modern dance shows or DIY workshops? A large dose of adrenaline during a balloon flight or solving a crime? Or maybe rafting on a mountain river? A magician's performance, a rope park or photography workshops are also popular. There are so many possibilities that it is impossible to list them. Many companies count the attractions they offer in hundreds. For example, Dwór Korona Karkonoszy in Sosnówka has in its portfolio as many as 113 attractions for company events. There is a lot to choose from - it is important to choose activities that match the nature of the event and its participants, as well as the purpose of the event organizers.

Types of corporate events - nature of the event

We rarely deal with a "pure" type of event. Typically, a corporate event includes, for example, training, entertainment and sports elements. However, several types of events can be distinguished, differing in how they spend their time:  

• integration – during this type of events it is about building bonds in the team, they are often accompanied by team building games;

• entertainment – it is about ensuring relaxation and relaxation for employees, for example after finishing a difficult project. A themed event is perfect for this, for example casino or a 1920s themed party;

• motivational - incentive events are aimed at increasing the motivation of employees, they are also a kind of reward for outstanding team members. They are often very attractive trips as part of incentive tourism;

• adventure - treasure hunting in the mountains or stalking is great fun for everyone;

• cultural – film workshops or joint staging of a theater play is an interesting challenge;

• sports - corporate olympics it is a hit of company events, but runmageddon or yoga will also certainly find their amateurs;

• special activities - these are primarily CSR activities, i.e. a combination of games and activities with activities that are part of corporate social responsibility. They are designed to draw attention to important social issues while integrating the team;

• business - they are aimed at presenting the company's products or services, they allow to establish closer relations with contractors;

• occasional events – during this type of events round company jubilees or some success are celebrated. Too company Christmas Eve whether carnival games fall into this category. Ceremonial banquets are usually organized then company galas.

How to prepare a unique corporate event?

The level of organization of a corporate event largely depends on the experience of the organizers and whether, for example, they have their own technical facilities. Event agencies are happy to advertise themselves as exceptional, but most of them work to a similar standard. Everyone wants to be the only event agency, but you need to have the right predispositions for this type of activity. It is time and the market that verify whether customers return to an event agency or whether it was an event company for one event. Success largely depends on who the event agency employs. Are they people who also have a sense of humor on a daily basis, like other people and having fun? But also are they diligent, meet deadlines and commitments?

To organize the best events, you also need the best event managers. So how do you choose the best agency? It seems that companies that have been present on the market for a long time have already been properly verified. For example, in Lower Silesia, one of the leaders in organizing unforgettable events is Dwór Korona Karkonoszy in Sosnówka near Karpacz. This comprehensive event agency has already organized over 1,150 events. A large part of them are corporate integration events.

Types of event companies

Event agencies may differ significantly in terms of their business profile. Therefore, before choosing, it is always worth checking the portfolio of an event agency. Small or even one-person event companies usually have a very narrow specialization. For example, they may specialize in preparing music for corporate events. An announcer can also operate on the event services market as a sole proprietorship. But already, for example, planning a large-scale and full-time corporate event or theme parties may be beyond its reach. That is why among the most frequently chosen event agencies are those rather larger and offering a much wider range of event services.

Another type of event companies are those that deal more with technical support for various types of events. For example, they rent tents, sound systems, various types of inflatable structures for outdoor events or provide electricity and lighting. Or they are simply able to provide technical support and security for a large event, such as a concert. Such an event agency will certainly help in a certain area of activities, but the overall organization of events is beyond their interest and reach.

Another type of event company are those classified as the largest. such the event agency comprehensively prepares the event plan and coordinates the entire event. It also takes care of, for example, the proper publicity of the event in the media, invitations to guests or ticket sales, and takes care of many other organizational issues. First of all, it is this event company that deals with cooperation with other subcontractors. Regardless of which event location we choose, such a professional company will find the right place and subcontractors.

As you can see, when it comes to event companies, it is similar to other services. There are a lot of them, ranging from small and just starting their business, through mid-level companies, to event companies with many years of experience and offering comprehensive services.