How to Hire an Event Management Company

Before searching for companies, define exactly what you need them to do. Do you need full-service event management from concept to completion, or do you need specific support like production management or logistics coordination? Are you planning a single event or an ongoing event program? Do you need creative direction or just execution of your existing vision? Write a clear scope document that describes the event, your in-house capabilities, and the specific gaps you need the company to fill. This scope document becomes the foundation of your Request for Proposal.

Event management fees typically fall into three models: a percentage of total event spend, usually ten to twenty percent; a flat project fee based on scope; or an hourly rate for specific services. Understand which model works for your budget and event type. Percentage-based fees align the company's compensation with the event's scale. Flat fees provide cost certainty. Hourly rates work for limited-scope engagements. Budget for the management fee in addition to all other event costs because the company's fee does not replace vendor costs.

Identify five to eight potential companies through industry referrals, venue recommendations, professional associations, and online research. Look for companies with experience in your event type and industry. Check their portfolio for events of similar scale and complexity. Review their online presence for professionalism, case studies, and client testimonials. Eliminate companies that do not have experience with events in your budget range since a company accustomed to million-dollar events may not give a fifty-thousand-dollar event the attention it deserves, and vice versa.

Send your scope document as a formal RFP to your shortlisted companies. Request specific information: their approach to your event, proposed team members with bios, relevant case studies, detailed pricing with fee structure transparency, timeline and milestone plan, references from similar events, and insurance documentation. Give companies two weeks to respond. Evaluate proposals using a scoring matrix that weights factors like relevant experience, creative approach, team quality, transparency, and price. Narrow to your top three candidates for in-person meetings.

Schedule meetings with your top three candidates. Insist on meeting the actual team members who will manage your event, not just the sales team. Ask them to walk you through a recent event that was similar to yours, including challenges they faced and how they resolved them. Probe their crisis management abilities with scenario questions. Evaluate their communication style and responsiveness. Ask about their technology and project management tools. The meeting should feel like a conversation, not a pitch. You are evaluating whether you want to work closely with these people for months.

Contact at least three references for each finalist, specifically clients who had events similar to yours. Ask detailed questions: How did the company handle unexpected challenges? Were they within budget? How was their communication and responsiveness? Would you hire them again without hesitation? What surprised you about working with them? What would you want them to improve? Listen carefully to hesitation or qualified praise. The best references are enthusiastically positive and specific. Vague or measured responses signal potential issues.

Once you have selected your preferred company, negotiate contract terms before signing. Key elements to negotiate include fee structure and payment schedule, scope of work with specific deliverables, change order process for scope additions, cancellation terms and timelines, insurance and liability provisions, intellectual property rights for event content, and performance benchmarks if applicable. Ensure the contract specifies which team members will be assigned and what happens if key staff leave the company during your planning period.

Treat the onboarding process with the same care as hiring a key employee. Share your event vision, brand guidelines, stakeholder expectations, and any internal politics that affect decision-making. Introduce the company to your internal team and establish clear communication protocols. Define meeting cadence, reporting format, and escalation procedures. Set expectations for response times and availability. The first two weeks of working together set the tone for the entire engagement. Invest time in alignment now to prevent costly misunderstandings later.