Everything About Event Agency

Event Agency, also known as an event organization company, is a business specializing in providing services for organizing and managing events such as seminars, conferences, exhibitions, concerts, parties and many types of events. other.

WHAT PARTS DOES EVENT AGENCY INCLUDE?

A professional event agency has a diverse staff, each position responsible for separate tasks. Below are 4 common core positions in an agency:

1. Account Event

- Role:

The main contact point between the agency and the client.

Collect customer requirements and desires to build appropriate ideas.

Monitor project progress, ensure customer satisfaction.

- Request:

Excellent communication and negotiation skills.

Understanding of the market and event organization trends.

Effective project management ability.

2. Event Planner

- Role:

Plan in detail for each item of the event, from ideas, content to execution.

Assign tasks to relevant departments.

Monitor and adjust the plan as necessary.

- Request:

Logical thinking, good organization.

Creativity and unique ideas.

​Effective time management skills

3. Creator Event

- Role:

​Responsible for designing images, logos, backdrops, and documents for the event.

​​​​​​​Ensures aesthetics and matches the message and theme of the event.

​Work closely with Planner to complete ideas.

- Request:

​Professional graphic and design skills

​Creative talent

​Ability to work independently and coordinate well in groups.

4. Production trainee/operator Event

- Role:

​​​​​​Supports logistics and technical stages during event organization.

​Set up and operate sound, lighting and stage equipment.

​Ensure the event runs smoothly and safely.

- Request:

​Good health

​Ability to work effectively in groups.

Basic skills

In addition to the four main positions above, an event agency can also include other departments such as:

• Media: In charge of promoting and communicating for the event.
• Content: Produce content for events such as videos and articles.
• Logistics: Managing logistics and transportation.

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EVENT ORGANIZATION PROCESS OF AN EVENT AGENCY

The event organization process of a professional Agency usually includes the following steps:

1. Consulting and Planning:

- Consulting: Support customers in choosing the type of event that suits their goals, budget and attendees.

- Planning: Develop a detailed plan for the event, including:

​​​​​​Program script Create a specific script for each part of the event, ensuring logic, attraction and effective message transmission.

​Implementation Timeline Create a specific schedule for each work item, ensuring progress is completed on time.

​Work assignment Assign specific tasks to each team member, ensuring responsibility and effective coordination.

​​​​​​​Budgeting : Prepare cost estimates for each item, ensuring savings and efficiency.

​​​​​​​​Media plan Develop a suitable communication strategy to attract attendees and promote the brand.

​Contingency plan Make a backup plan for unexpected situations, ensuring the event goes smoothly.

2. Preparation and Deployment:

- Preparation: Carry out preparations for the event such as:

​​​​​​​Venue rental Search and choose a location that suits the needs and budget of the event.

​Design : Design backdrops, banners, standees, documents, etc. according to customer requirements.

​​​​​​​Sound - lighting - stage: Install sound, lighting, and stage systems to ensure quality and suitability for the program.

​​​​​​​Party booking Order food and drinks for guests as requested.

​Gifts - documents: Prepare gifts and documents for attendees.

​Contact service providers: Contact and close contracts with service providers such as MCs, singers, actors (if any).

- Deployment: Carry out event organization tasks such as:

​Set up: Set up the event venue according to plan.

​​​​​​​​Welcoming guests: Welcoming guests attending the event thoughtfully and professionally.

​Program coordination Coordinate the program according to the script, ensuring smoothness and attraction.

​Logistics support Support in resolving problems that arise during the event.

3. Cleanup and Reporting:

- Clean up: Clean the event area after the end.

- Payment: Payment of fees to service providers.

- Reporting: Report event results to customers, including:

​Evaluate success: Evaluate the event based on previously set criteria.

​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​Propose improvement solutions: Propose improvement solutions for future events.

With a diverse and professional role, Event Agency brings customers peace of mind and satisfaction when organizing events, helping them achieve effective communication and brand promotion goals.

Note: The event organization process may vary depending on the type of event, scale and customer requirements.

BENEFITS WHEN USING EVENT AGENCY SERVICES

Organizing a successful event requires an investment of time, effort and resources. Choosing to use Event Agency services brings you many practical benefits, helping to optimize efficiency and minimize the burden on your business:

1. Save time and effort

Event Agency will take care of everything from ideas , detailed planning , contacting suppliers, construction, human resource management, to cleaning up and summarizing after the event . Thanks to this, you save significant human resources, time and effort, while minimizing pressure and stress during the organization process.

2. Professional and efficient

Event Agency staff are well-trained, possess high expertise and extensive experience in the field of event organization. They understand the processes, procedures, and techniques of organizing a variety of events, from seminars, conferences, exhibitions, product launches, to spectacular music and entertainment programs. Thanks to its professionalism, Event Agency will ensure your event runs smoothly, on schedule, achieves set goals and brings the highest efficiency .

3. Creative and unique

Event Agency always updates the latest trends in the event organization industry, possessing a team of creative staff with the ability to think outside the box and come up with unique ideas. They will help you build a unique concept for the event, create an impressive impression and attract the attention of attendees. Thanks to its creativity and uniqueness, Event Agency will help your event stand out among countless other events, contributing to promoting your brand and attracting potential customers effectively.

4. Save costs

With experience and long-term cooperative relationships with service providers, Event Agency can help you optimize event costs . They will select the supplier that best suits your needs and budget, and negotiate competitive prices to ensure maximum cost savings. Besides, Event Agency also helps you avoid unnecessary expenses due to lack of experience or errors during the organization process.

PRESTIGIOUS EVENT EQUIPMENT RENTAL UNIT IN HCMC

HSV Media is a unit specializing in cooperating with Event Agency companies. We specialize in providing and renting event equipment including:

​Event LED Screen

​Professional Sound and Lighting System

​​​​​​Assembled Stage

​​​​​​​Canvas House

​​​​​​​CUE kit

With professionalism and modern equipment system, HSV Media is honored to be trusted by partners and customers to use the service. This is a great source of motivation for us to develop to bring successful events to our partners and customers.

Quote for Event Equipment Rental Service

EVENT EQUIPMENT RENTAL UNIT HSV MEDIA

Hotline: 0362.209.208

Website:https://hsvmedia.vn/

Address: 184/20 Le Dinh Can, Tan Tao Ward, Binh Tan District, Ho Chi Minh City