Time is precious, budgets are tight, and demands are rising.

No matter the size of the upcoming event you’re working on, it’s safe to say that it’s eating up your time and resources, even when partnered with an event agency to look after the day-to-day details.

There’s no pushing back the final deadline when it comes to events, and it’s all too easy to power forward completely focused on the end goal. Although that’s not wrong, taking a moment to step back, address concerns and ask questions can save you time and complications at any point on your event journey, especially as you ramp up to go live.

Q) “What would you suggest?”

This is a key question you should be asking your event agency throughout your event journey. A good full-service event agency should be able to provide personalised, thoughtful advice. You’ll already have an idea in mind of what you want but it never hurts to consider other options.

Asking this question could, amongst other things, deliver greater value, generate inspirational ideas and support your ESG agenda. Consider your agency as a trusted advisor that can draw on a wealth of collective knowledge.

Answer:

When partnered with a well-connected event agency you can draw on its first-hand expertise for nearly any region and find creative ways to support you to address common business challenges, so you can get real, practical advice.

Q) “Can I give you some background?”

All too often, the discussion begins with ‘how much’ or ‘where should we go’ instead of ‘why do we need this event’ or ‘what are we trying to achieve’. The best way to get what you need is to provide detailed background. This often means painting a nuanced picture of your company’s cultural climate, upcoming changes, and other contextual information.

Answer:

Your event agency should start every single project with a discovery session, starring you and your needs. If you find yourself with a solution before you’ve had a chance to get everyone up to speed, apply the brakes.

Q) “Is this even possible?!”

The reality is, things change, especially with events that are influenced by a number of factors. For example, you suddenly you need to change your destination, bring your event forward, incorporate an extra 500 guests or even get 14,000 people trained in 12 locations over the next three months. It’s a tall order and you know it; don’t let that stop you. If you never ask, you’ll never know.

Answer:

It might not always be possible, but a full-service event agency is far more likely to pull off a miracle than if you went it alone. Their resources and relationships tend to be broader and deeper which gives them an edge for projects that seem nearly impossible. You just might be surprised!

Q) “Should I worry about [insert latest travel concern]?”

Global health crises. Terrorism. Political unrest. They’re all now a major part of the conversation – and for good reason. Depending on the region, these concerns may play a role in how the event is designed. An experienced team should already be keenly aware of any potential threats and actively working to mitigate them.

Answer:

A full-service event agency should be tapped into the ebb and flow of these issues as they change on a daily basis; knowledge is power. If an issue escalates, your team should be able to leverage a network of relationships and resources to make necessary adjustments on the fly.

Q) “Can I handle some of this on my own?”

Hiring a full-service event agency is a great way to make sure nothing slips through the cracks. But depending on a variety of factors, you may want to take some things in-house. If you’ve already got a great team to manage sourcing or group air travel, don’t be afraid to adjust the scope of work.

Answer:

Full-service doesn’t mean inflexible. It simply means you have access to everything you need (if you need it). Pick and choose what’s right for you and know that a good partner will support you along the way.

Q) “Can I pick your brain for a minute?”

The benefit of a full-service event agency stretches far beyond a single project. You may find yourself in a conundrum weeks or months after your last project ended, desperate for a little insight and advice. The trusting relationship with your event agency shouldn’t end with the event. Don’t think twice about asking for a little advice, even if it falls outside of a specific project.

Answer:

Use an event agency that doesn’t start running the meter every time you call. Find one interested in building relationships and helping you reach your goals in the long-term. A partner that offers a broader range of services can heighten the impact of your event, extending the reach beyond your event guests. They can also offer advice on solutions outside of events that may be more effective in achieving your goals.

Use this list to develop a deeper relationship with your event agency. Your questions aren’t roadblocks; they’re opportunities to create a seamless and successful event.

Q) “Can you tell me more about BI WORLDWIDE?”

Want to find out more about BI WORLDWIDE and how we may be able to help.

Answer:

We’d love to. Just get in touch to find out how we collaborate closely with our clients to create inspiring events with impactful results.

Original source/article: The top six questions you were too afraid to ask your event agency by Mary MacGregor, Corporate Vice President, Event Solutions, BI WORLDWIDE