What is Event Management?

Event Management is the act of managing something that happens at a given place and time.

Is it more expensive to use an event management company?

No, it is not always more expensive. In fact, most of the time it would be more cost-effective to use an event management company. Event Management companies have the expertise of organising and managing events and can save you money. Of course, some and in particular well-known public relations companies, can be expensive, but this is not always the case.

Why can event management companies offer services cheaper than what I can get those services for?

Firstly, event management companies use the services of entertainers, hotels, artisans, etc. often and therefore obtain agency or discounted rates for services rendered. In simple economics, event management companies buy services in bulk, which would always be cheaper.

Secondly, event management companies know where to find those services which you require. If you have to go look for these services, you would incur costs, which is often not incorporated in the cost estimates. Remember you may incur hidden costs, in the form of time, labour, transportation, telecommunications, etc.

Why is decor and entertainment so important to make my event a success?

Dining in fancy hotels and restaurants no longer has the enchantment it had some years ago. Many of your potential guests frequently dine at such places. Good food would only get you compliments for your choice of venue, but it is the entertainment and decor which will win you accolades for an excellent function. Decor and entertainment distinguish your function from others and it would definitely be the most-remembered aspect of your function.

What percentage should I spend on décor and entertainment?

In an ideal situation, your budget should cater for equal amounts for food and beverage and for decor and entertainment. The more elaborate however your spending on decor and entertainment, the more impact your function will have (but please do not under-cater).

Unfortunately, this ideal solution is seldom achievable, as most venues charge steep prices for food and beverage. Therefore it would also be workable if you allocate a minimum of thirty per cent (30%) for decor and entertainment.

Does my selection of venue influence the cost of decor and design?

Yes, definitely it can. There are various ways in which it could influence costs, namely:
(i) Venues with distant locations could incur additional transportation costs (of decor and artists).
(ii) The actual structure of the venue could play a role. If there are no stages, railings, etc, these would have to be constructed. Large ballrooms and huge exhibition areas can also incur additional costs, as the area to be decorated can be substantially bigger.
(iii) It is also relevant as to when we are allowed to do the necessary set-up of decoration and props. It is normally more cost-effective to do this during working hours (i.e. before midnight) or after hours (midnight to 6 a.m.).