Choosing The Right Event Management Company

Planning an event? You’re going to need an events company that’ll do the end-to-end heavy-lifting, and do it well. But that means finding the right events agency, to begin with. A simple search for ‘event organisers Cape Town’ can be overwhelming. With so many event management companies; how can you know which one is right to tackle your project? Not all event companies are equal. They vary in specialisations, size and quality. And what’s more, choosing the wrong one could add stress to your (already complex) event planning process. So if you want smooth sailing when it comes to finding an event organiser, here are a few things to keep in mind.

BE CLEAR ABOUT YOUR EVENT REQUIREMENTS

First things first. Before you start putting your feelers out, you need to know precisely what you expect, want and need from the chosen company. When you are clear about your requirements, you’ll begin to understand what’s best for your event. Knowing that means making the decision will be easier when the time comes. The right events agency in Cape Town should guide you through the event planning process and deliver an exceptional overall experience in line with your vision.

Think you’ll need catering, budget management, logistics or production? Will your event require management software and tools? Be specific. Because the more specific you are, the more accurate each company will be able to quote you on, and add-ons to the original scope can be avoided down the line.

EVENT ORGANISERS: EXPERIENCE VS PRICE?

An important aspect when searching for an events company in Cape Town is to look at their years of experience and what they’ve achieved. And when it comes to price, lower rates may be an attractive draw but make sure they have the necessary experience to back up what they’re promising. Consider that cheaper might also mean; “We haven’t been doing this for that long.” Or worse, “We’re not quite sure what we’re doing yet”. Yikes! Ask about what type of events they’ve managed in the past and how that relates to the specifics you are after. There’s also great value in teaming up with an events company that knows the ins and outs of a particular city if you want to run a localised event. Ask to see what other similar things they may have done, they should be able to provide you with a range of examples from their portfolio of work. If they can’t provide a few great examples of previous work they’re proud of, there’s your first red flag.

EVENT SPECIALISATION

Beyond experience, look into the type of events they specialise in. An event could mean a birthday bash, business conference, or even a music festival. (We could write 4 more blog posts on different types of events alone!) Think carefully about the type of event you’re wanting to host – and whether it’s a corporate function, brand activation, or celebrity meet and greet – reach out to an events company that does that consistently, and well. It’s also a good idea to find an events agency with a network of connections with specialised suppliers. If they can’t do it for you in-house, they should know people who can.

TESTIMONIALS SPEAK FOR THEMSELVES

Look for personal testimonials on their website, Google reviews and Facebook page. If clients are really happy with their work, it’s likely that an events agency will have a few testimonials that say so. You could also take it a step further and research those testimonials to see if they check out. You’ll probably find some great references of their previous events. And if you find some bad reviews, you’ll save yourself a lot of time and disappointment. Recommendations really do matter, especially if you’re trusting the work of a company that you haven’t worked with before. In fact, most companies should have an inspiring portfolio showing off their work. While searching for recommendations, you may find an upcoming public event they’re hosting where you could get a feel for what they do first-hand.

GET PERSONAL

From Cape Town to Johannesburg and everywhere in-between; your team is going to need to work closely with your events company and build a good rapport. Find a team of event organisers who are aligned in values, ask the right questions and show they understand what you’re trying to achieve. They should keep you in the loop, and look for solutions, even when challenges may not exist. They’ve got to deliver on a professional level, and earn your trust on a personal level.

CHOOSING AN EVENTS AGENCY IN CAPE TOWN: A WRAP UP

Choosing the right match may take some time, and that’s why it’s important that you’re super clear about your needs so you can kick off the process long before it becomes a last-minute-rush. Doing that also means that you give yourself some time to ease into your event planning process. Here’s a quick reminder when it comes to finding event management in Cape Town that’ll be perfect for you:

• Be clear about your requirements
• Consider experience vs price
• Look for specialists
• Check out testimonials
• Look for trust and personal value

At Jawbone, we’re a team of experts who specialise in brand activations, experiential marketing and event management in Cape Town, and around South Africa. It’s been our passion for the last 10 years and we’d love to chat to you about ways we can help you bring your event to life.