If you are planning to hold an event for your company but don’t have the expertise or the in-house resources to organize one, you will need the help of a seasoned events company.  While there’s no shortage of options to choose from, picking the right events company can be tricky. 

Start your search for the best events company by asking your potential prospects the following key questions:

Question #1: What are your areas of expertise?

The answer to this question can give you a good insight if a prospective events company can bring your vision to life. It is important to keep in mind that event companies have different skill sets and they specialize in different industries.

For instance, while some are experts at planning the logistics of the event, others can be exceptional when it comes to promoting the event. Others can also be experts at setting up online payments and registrations.

When asking this question, one of your primary goals is to find out if you are a match with the planner’s skill set. In addition, it would be best to work with an event company who has extensive experience in the same industry you are in.

Question #2: What kind of services do you offer?

This question can help you get into the specifics of what you are looking for and what the event company can offer. Some of the services they might offer include:

  • Day of event coordination
  • Online registration processing
  • Event promotion
  • Event concept planning
  • Logistics planning
  • Location scouting
  • Coordination of contracts with vendors

Question #03: What are included in your service fees?

Asking this question can help you figure out where every bit of your event planning dollar will go. This also promotes transparency so you will know what you are paying for and if it is worth the investment. Knowing the inclusions in the service fee can also help you plan your budget accordingly.

It is also recommended that you clearly know what you will be charged for and what the inclusions and exclusions are. Top expenses often include venue rental, lighting, and food and beverages. Also, be on the lookout for possible hidden or overlooked fees that might inflate your expenses like tips, onsite printing, and taxes.

Question #4: Do you have a team and how do you vet team members?

The answer to this question can clarify who you will be working with and who will be running your event. This can also help warrant that you will be working with qualified personnel.

You need to also ask who the contact person(s) should be, what the responsibilities of the team members are, and which aspects will require third-party contacts. It is also recommended that you ask if the workers are vetted properly or if they are provided by a staffing agency.

Question #5: What is your cancellation and refund policy? 

Asking this question will give you a clear insight into what you can expect if you have to postpone, reschedule, or cancel your event. Make sure you will also know what to do in case the provider cancels on you.

Most savvy event companies will include written cancellations and refund policies in their contracts. The events company should also specify important items like the notice required, any possible cancellation fee, and what conditions will merit a refund.

You need to also prepare for any unforeseen events by inquiring if the event company can provide backup planning services. Other questions you should ask is if they would provide a refund and how many days’ notice they will provide. Knowing the answers to those questions can help unwanted last-minute surprises at bay.

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