Hosting an event is fun, but it’s a maze of complexities full of twists and turns. A lot can go worn, and even a small misstep can prove costly and reputation-shaking. There are several potential pitfalls, from selecting the right venue to coordinating seamless audiovisuals. That’s where the seasoned maestros of event production come in.
Having an event production company beside you means you don’t have to worry about bussing mics. There will be no faulty cables, distorted sound systems, or defective LEDs at your corporate event.
In this article, we’ll discuss:
- What is an event production company?
- What does an event production company do?
- How to choose an event production company, and
- How many event production companies should I consider?
You’ll learn about the work an event production company do and how to identify a good one. In the end, you’ll be able to make an informed decision on how to select the right event production company.
What is an event production company?
A good event production company is the technical partner that turns your vision into reality. The production company execute all your plans to ensure you don’t face any glitches during the event. They provide you with the equipment and resources to fill the outlines created by event organisers and managers.
What does an event production company do?
An event production company arranges or rents AV equipment and coordinates for venue hire. Sometimes, they also oversee equipment logistics and install them to ensure the venue matches your event needs. All in all, they provide the equipment pieces you need, offer technical support, and keep the event on track.
Not all events are the same, and the same can be said about event production companies. Each company has a certain level of expertise and typically caters to specific events. So, be careful when you are hiring an event production agency for a corporate event, wedding, or concert.
5 Steps for Choosing the Right Event Production Company
Below are steps to help you select the best event production company for your needs.
Step1: Define Your Event’s Goals and Needs
Events differ in terms of their nature, audience, marketing goals, and budget. Similarly, production companies target different markets based on their expertise and exposure and charge accordingly. A corporate event production company is a good option for conferences. But a company which produces weddings or concerts may not be the ideal choice for seminars.
Therefore, consider your needs and pay attention to:
- Live or virtual event production elements
- Audio and sound equipment
- Staging and lighting
- Interactive components (social photo booth, gaming activities, etc.)
Also, verify whether the company has the capacity to serve and provide equipment as per your audience. You surely won’t want them to run around in search of extra mics or speakers at the last minute, right?
Step 2: Research Potential Companies
Once you’ve shortlisted the best event production companies within your area, it’s time to vet them.
You can start the verification process by reading Google reviews or visiting online review sites like G2. If you are a member of local social media groups, you can also ask for options there. But always go for companies who have produced similar events in the past.
Step 3: Ask about Industry Experience
While you are evaluating an event production company, ask for their experience and investigate their track record. You should see how long they have been in business to assess their events industry exposure.
A new startup may bring innovation, but there’s no substitute for experience. The best event production company for you is one with a portfolio of past works. This will also give you an idea of their style and capabilities.
Step 4: Check Licensing & Certificates
Licenses and certifications are nothing but a hallmark of any event production company. These are stamps of approval for expertise, creativity, and innovation, which are the essence of event production. Your audience and attendees will be judging the event at the end of the day, as we all do. So, hire a company for your event that has something unique to offer.
Step 5: Meet and Discuss Your Vision
Business meetings can be dull, but you don’t have to contact all the best event production companies. We recommend you meet a handful of companies that stand out among them. There’s no harm in asking questions about the technical aspects required for your event.
Simply inquire about their:
- Range of services
- Team’s expertise
- Equipment and resources
If possible, visit their office or warehouse to take a look at their equipment. Once you have a clear idea about an event production company, discuss your:
- Event objectives
- Ideas, and
- Specific requirements
Also, pay attention to how well the company listens to your ideas and whether it provides input. Ask questions about their services to ensure they can bring your vision to life. You should inquire about stage design ideas, AV equipment, lighting, and logistics. You can also consider other factors, such as:
Are they environmentally friendly?
Do they have a sustainability policy?
Can they provide content creation services?
Furthermore, discuss their contingency plans for handling unexpected issues during the event. A lot can go wrong during live event production, including technical failures and equipment shortages. Therefore, make sure the company you hire has a technical team in place during the event.
Step 6: Consider Budget and Legalities
When you are hiring an event production company, be transparent about your budget during discussions. Most companies will provide you with a detailed proposal and cost estimate. However, it’s your job to ask about additional costs or fees that the company may charge. So, raise this point again and again to know whether they have any hidden fee policy.
The next step is to ensure the company has the necessary insurance coverage, including liability insurance. Furthermore, verify that the event production company has the essential licenses or permits to operate in your area.
Step 7: Read the Terms before Signing the Contract
Of course, the final step of hiring an event production company is signing the contract. The document provides both parties with clarity and security, ensuring everything will go as expected and planned. However, we recommend you read the agreement and evaluate your needs before signing it.
By reading the contract, you can ensure all your requirements are met and agreed upon. Furthermore, you get to review the costs against services, payment method, equipment installation schedule, and the cancellation or refund policy.
How many event production companies should I consider?
There is no exact answer for how many event production companies you should consider. Ideally, you should consider 5-10 agencies based on their reputation, services, and location. After initial research, shortlist up to 3 or more event production companies that meet your needs. Subsequently, narrow down the number of event production agencies for a detailed discussion about your project.
Final Note
The final decision on which company to hire should be based on factors such as company experience and your budget. Additionally, pay attention to the overall fit and any added value the company may bring to your event. If you are looking for an experienced event production company, EMS Events can assist you.
We are a Central London-based event production company with 25+ years of experience. EMS Events has a stock of audiovisual equipment, including lighting, staging, and exhibition stands. Contact us to discuss the nature of your corporate event and get a free quotation and consultation.
