The Roles & Responsibilities of Event Management Company in Planning a Successful Event

Have you ever attended an event and wondered how it managed to run effortlessly? Well, an event management company is usually the person who takes care of the entire event, ensuring a smooth process from the beginning to the end. They are professionals who have plenty of experience managing events to ensure not only that the clients or guests feel welcomed, but also to fulfil the event’s goals at the end of the day. 

If you’re thinking of planning an event and wondering what event management and what event planners do, let us share with you more details below!

What is an Event Management Company?

An event management company is a team of professionals who have the skills and knowledge to manage an entire event. This includes planning, coordinating, and executing the event. The type of events ranges from weddings, corporate functions, to a gala dinner. Event management companies typically handle a wide range of events to ensure that the client’s requirements and goals are fulfilled.

Core Responsibilities of Event Management Companies

The event management companies oversee the entire event from the start until the end. Here are the core responsibilities of event management companies for every event:

• Understanding the client’s main objectives and goals to create a concept or theme for the event
• Plan and manage a budget for the event to ensure cost efficiency
• Source, negotiate and liaise with the vendors such as suppliers or other service providers
• Looking for venues and securing the location for the event
• Handling the transport and overall logistics, such as seating plans, and other operational information
• Managing the audio and visual equipment and setup
• Checking the event day operations to ensure everything gets executed smoothly

Event Management Companies Services

There are several common services that most event management companies offer such as: 

1. Event Planning and Conceptualization

This stage is where the client and event planners work together to form a mutual understanding of the desired event goal. The event companies will develop several key concepts and plan the activities involved that align with the client’s vision.

2. Budgeting and Vendor Management

Budgeting and vendor management is also a common service offered as it’s important to manage the costs effectively. There will be several vendors involved, such as caterers or florists, which is why managing and negotiating is important to get the best rates.

3. Venue Sourcing and Coordination

Event management companies also handle the venue. They will carefully look for the perfect location that meets the event requirements in terms of capacity, budget, and amenities, to name a few. 

4. Logistics and Technical Setup

Furthermore, event companies also handle the logistics of the event, such as the equipment and seating arrangements, or other relevant technical aspects. They will make sure that the audio and visual of the event are installed and function correctly.

5. On-site Management

Event management companies also offer on-site management, whereby they will be a team on the event day to ensure everything runs smoothly. They will also help to solve any issues that may arise during the event. 

Difference Between Event Planning and Event Management

Although the roles of event planner and event management may be similar in some ways, there is one main difference. 

Event planning involves the design, scheduling and preparation of the event, while event management handles the entire process, including planning all the way to the execution. 

Event planners only create the process, while event management companies will plan and execute the process.

Importance of Professional Event Management

If you plan to host an event, engaging with professional event management companies is important to ensure that everything runs accordingly. With their help, you can enjoy a stress-free experience as you leave they handle everything for you. After all, they are the experts who have years of experience to pull the event off successfully. It’ll also ensure that the guests have a memorable time.

How to Choose the Right Event Management Company

Choosing a suitable event management company is very important. It could make or break the success of your event. Here are some of the things you can consider while looking for an event management company:

• Check for their reviews online to see past experiences from clients portfolio
• Read about the company’s background
• Find out who their previous clients were 
• Explore their creativity skills if they align with your vision
• Discover their communication style and if they are able to understand your needs or requirements

Conclusion

To conclude, event management companies are important to ensure that an event runs smoothly from the start until the post-event. They bring ideas to life and ensure not just the client but also guests have a great time during the event.

If you’re keen on taking the next step in hiring an event management company in Malaysia for your event, consider engaging with Events Wizard! We are professionals who have a vast amount of experience hosting and planning events for satisfied clients. Reach out to us and let us create an event of a lifetime together!