An event organizer is liable for arranging and putting together events most proficiently and grandly. They are expected to fulfill responsibilities that involve looking through the main elements that make an event successful. Primarily hired by event management companies, they work with different clients executing events for public, private, and non-profit sectors as well.
They connect with the customers to know their needs and expectations to give them the event they envisioned. Being a competitive industry, consistent delivery of results and excellence in the event organizer's performance is what sets professionals apart from others, and Sulekha delivers only renowned event organizers, companies, and freelancers who excel in providing the best event management services.
Types Events Handled By Event Organizers
Events can be classified in many forms depending on their size, purpose, and context. The three major types of events categorized by event management companies are often mentioned as Private events, corporate events, and Charity events. Below is a list of events that fall under each event type:
Private Events
Corporate events
- Conference
- Seminars
- Product launch
- Networking events
- Team workshops
- Business dinners
Charity events
- Auctions
- Sponsored activity
- Society gatherings
Types of Services Offered by Professional Event Organisers in Kolkata
Event organizing and planning companies offer professional event planning services that include event management, event coordination, décor & styling, theming, exhibitions, conferencing, entertainment, and venue sourcing. Apart from these, a few more services are specific to the type of event to be hosted. Here is a list of services offered by an event organizer for their clients:
- Event management
- Event coordination
- Event decor
- Event decor
- Venue sourcing and delegate accommodation booking
- Social and partner activities
- Engagement of guest speakers and facilitators
- Management of all multimedia and audiovisual needs.
- Special events
- Online support for live streaming and social media marketing
- Entertainment and more.
Things to Keep In Mind before Hiring an Event Organiser
Not all event organizers and companies are alike. When selecting an event organizer to put up the best possible event for your guests, you need to make deductions when choosing the event organizer for the job. Here are some factors that we think you must consider and take into account before hiring an event organizer or company for your next event:
- Check if they specialize in the event you are hosting.
If you are planning a particular event, let's say a corporate event. You need to select an event organizing company or professional who has plenty of experience in managing events for corporate setup. In India, you can find event organizers in Kolkata who might offer to take up the job for you without having any prior experience in organizing a particular event that you wish to host. It is vital that you go through event organizers' details thoroughly and find companies who specialize in managing events that you plan to host.
- Go for Experienced professionals only.
An experienced event organizer will put on an outstanding event with a 99% success rate for you and your guests, so always choose an event organizer after thorough research of their previous work. Go through their website, previous work and events they have managed before, testimonials of earlier clients, and reviews to make sure you choose the right event organizing company or professional for you.
- Check for the quality and suppliers.
By looking at the other companies an event organizer has worked with, you can tell a lot about the quality they deliver. Check the venues and experiences they have managed to offer before and the supplier companies handling catering and other amenities. If they meet your expectations and are of high quality, then it's a good sign to ensure that your event will also be given the same quality.
- Choose an Event organizer with the correct insurance
Do not overlook insurance when you are hosting an event. Check with your event organizers for the right insurance that they are liable for before hiring them: Insurance can protect you, your guests, and your property belonging to anyone at the event against damage. Also, you can claim for reimbursement if anything goes seriously wrong with the event and if the services asked for are not provided.
Questions You Must ask Before Hiring an Event Organizer
- What type of events do you specialize in?
There are many types of events and each is significantly different from the other.
- List of services they offer?
Services are the most important aspect of event management. Make sure the event organizer understands your requirements and is able to handle them.
- How many years of experience in the industry?
This question may seem unnecessary but can provide ample insight on the quality of their work.
- Get their references of previous work?
Always check the work and testimonies of event organizers in Kolkata previous lenient to know exactly what to expect.
- Time and staffing required for the event?
Some planners require months of preparation while some can put up an event in just 5 days.
- Services included in the fee?
Make sure you completely understand what you are paying for and what will cost you extra.
- Safety, insurance and return policy?
This is an important step to secure your event so make sure you get complete information on the terms and conditions.
Questions You Must ask Before Hiring an Event Organizer
Event organizers and planners may charge you in one of the below mentioned ways:
- Hourly rate
- Flat project fee
- Commissionable rates
- Percentage of expenses
- Percentage of expenses plus an hourly rate
Where to Find the Right Event Organizer?
To find the most suitable event planner for your next event, head to Sulekha, where we help you to connect with multiple event organizers simultaneously for you to choose the right one. Only genuine and experienced event organizers are listed at Sulekha and you can find top event management companies who are renowned in the industry.
Checklist to Guide Your Way through an Event
- Budget for the event
- Attendance
- Dates
- Vision/ Objective for the Event
- Food & Beverages
- Right Vendors and Service Partners etc.
