Companies which supply event management services, like BiP Solutions, are responsible for the whole production of an event, from conception up to the completion. In terms of the types of events which these businesses organise, this will differ considerably, but could be award ceremonies, fundraiser functions, product or service launches and promotional events, conferences, fairs and exhibitions.
A lot of people make use of the above events as a way of creating brand awareness or marketing and advertising their products or services, letting them interact with both existing clients and potential customers. For this reason it’s essential to use the expertise of a professional event management company. In regards to generating media exposure and gaining leads, only those who are familiar with this type of work will have an understanding of all of the actions necessary in order to host a genuinely successful event – one that benefits the company or organisation, and its guests that are in attendance.
Companies which specialise in event management, for example BiP Solutions, will usually operate in the private sector, occasionally managing events for the public and not-for-profit sectors. Their role is very ‘hands-on’ and can usually include a whole host of tasks which call for very good organisational and communicative skills. Organising valuable events and ensuring that they go off without a hitch can be very nerve-racking, which is why a large number of organisations choose to leave it up to the professionals.
When considering specific activities which the event management company will control, these will vary from one event to another, but will usually include the following: studying the relevant market in order to establish an opportunity for a function, liaising with the business who hires them, so that they can establish the precise requirements for the event, providing highly detailed proposals for the event (which could include costs, staging, legal obligations, suppliers, possible venues and timelines), meticulously handling the allotted budget for the event, securing the most suitable venue and being sure that safety, health, legal and insurance obligations are honored at each stage of the process.
They are also in charge of planning the facilities for the media, first aid, security, traffic control and car parking, securing any guest speakers, organising the design of the room as well as the entertainment programme for the night, or in the case of an exhibition, scheduling demonstrations and shows, selling exhibition stands, space and sponsorship to possible partners and exhibitors, liaising with the marketing team to carefully promote the event several weeks, or months before it’s to be hosted, and liaising with designers to establish a theme for the event and subsequently creating the sales leaflets, posters and tickets.
At the time of the event, they should be expected to handle any client requests and make sure that it all runs as smoothly as possible not only that, when the event is over, they will typically conduct post-event analysis, and provide reports which supports the business or organisation who hired them to see what aspects could be improved upon for future events.