Why should you use an events agency?

In these times of economic uncertainty, many businesses are understandably looking at where they can cut costs. In some cases that might mean keeping work inhouse instead of outsourcing to a partner. For example, you might be thinking why do we need an events agency for that company event coming up, when we can just do it ourselves and save money?

But before you forge ahead, it’s important to remember the many benefits an event agency can offer, including saving you both time and money. Whether you’re a seasoned event planner who regularly organises events, or someone who just plans the occasional event as part of your role, you’ll know how time consuming, costly and stressful the whole process can be.

There is so much to consider when planning events, from pre-event marketing, budgeting, venue sourcing and negotiating contracts to registration and delegate management, data privacy, sustainability, on-site logistics and post-event measurement. In the final build up to the event, it can quite literally take over your life, which makes it difficult to stay on top of all the other aspects of your job. This is where agencies can support and work as an extension of your team.

At Powwow, we have 25 years’ experience working as trusted partners for clients across many industry sectors; delivering a range of events from leadership meetings and conferences to company celebrations or reward and recognition events. Our expertise can add value to your event and business, which is exactly what your finance director will want to hear right now.

Tap into our trusted supplier community

When you choose to work with Powwow, you’ll get access to our network of venue, hotel and supplier partners, built over the last two and a half decades. Those pre-existing relationships ensure we negotiate the very best rates and get the most out of your budget. It also means you only need to deal with one single point of contact at Powwow instead of managing multiple suppliers.

But it’s not all about budget. It is also a matter of time. And as the saying goes, time is money. Our team live and breathe events, which means we spend a lot of time researching the very latest venues and hidden gems and know exactly what’s out there, so can find the perfect space to meet your brief quickly and efficiently. Plus, we keep up to date with the latest trends and technologies in events, so you don’t have to.

Get help negotiating the finer details

Since the Covid pandemic, contract negotiations with venues and suppliers are more important than ever, particularly when it comes to handling cancellation terms and policies.

We are used to negotiating terms day in and day out, and we can help hammer out those finer details on your behalf and mitigate the risk when it comes to supplier and venue contracts.

We are also experts in managing risk and health and safety, so if challenges do arise – from travel issues such as train strikes and flight cancellations to more serious issues such as extreme weather or terrorist threats, we will ensure there are contingency plans in place and take that added stress off your plate.

Plan more sustainably

We understand that many of our clients are under pressure to reduce carbon emissions across their businesses, including their travel and event activities.

No matter how far along the sustainability journey your company is, Powwow can guide you on how to make your event more environmentally green. From choosing more sustainable destinations and venues, to reducing waste, sourcing responsibly, and measuring and mitigating carbon impact, there are plenty of actions we can help you implement.

Prove the value of your events

With budgets under increased scrutiny, reporting internally that your event was a success because everyone had a good time and scored the venue or food highly, is no longer going to cut it.

To get budgets approved, those tasked with organising company events are coming under increasing pressure to prove the value that event has delivered to the business. We can work with you to define the objectives of your event, be that increasing sales, training and development, or improving employee engagement, and put in place some measurable KPIs so you can clearly demonstrate that the event delivered on its objectives and the budget was well spent.

Elevate your creative vision

But it’s not all about logistics, contracting and measurement – agencies can also add a lot of creative value to the event planning process. The Powwow team are full of inspirational and innovative ideas to help bring your event vision to life and create a unique and memorable experience for your audience. We understand that no two events and no two clients are the same, and every solution we deliver is completely bespoke to your brand and requirements.

And last but by no means least, one of the main advantages of using an agency is that they can be there on the day to manage your event, leaving you to focus on the guest experience.

So, whether you are looking for extra support to deliver a one-off event project, or a strategic agency partner to help design your wider events programme, we’d love to help. Get in touch with the team today