Once you decide to host a professional event, hiring the right event management company becomes a crucial decision. Ideally, you will use a company like Chordiem works with you as much as required to help lead you through the process from beginning to end.
The first questions you should ask yourself are “What do I need?” and “What do I want?” For instance, do you require logistical support, budget management and vendor support? Figuring out exactly what you need in advance is the best way to proceed. That way, you can have the most productive conversations with the company of your choice and they can best inform you how they will be able to help.
Request a Proposal
Once you have a solid idea of your requirements, you need to submit a Request for Proposal or RFP to your chosen companies. A good RFP will be rich with details which allow companies to give you the most accurate responses in terms of pricing and other factors. This prevents unexpected surprises and additions from suddenly occurring later into the process thereby preventing long-term budgeting issues. While this may seem intuitive, too many people forget to include even simple bits of information such as the required dates and location. Location is everything. The same event can cost as much as double depending entirely on where it is held. Some details may need to remain confidential but try and say as much as you can to get the most out of your conversations.
Investigate Your Options
Now that you have submitted your RFP you need to choose which company to work with. The information you have already received should tell you a lot about each company. Did they ask relevant questions about the document? Did they demonstrate that they had understood every aspect? Did you understand the information contained in their reply?
If you can answer “yes” to most or all of these questions then the corresponding companies are worth further consideration. Answering “no” to more than one of the above means that you do not want to work with that particular company. This interaction is how these companies make their first impressions. Only work with those that take the time to show they care what you think.
Choose the Best
Now that there are only a few left, you need more information to make a final decision. This can mean responding to their replies with more questions of your own or just holding conversations to get to know the companies better. Take all the time you need. Start to create a list of positive attributes for each of the companies you are considering. They will each have different strengths and writing them down helps to directly compare and contrast their abilities. This way, you can figure out which are necessary for your event.
This process sounds simple but it is not always easy. These suggestions will make sure you are on the right path to finding the perfect event management company.