An event agency takes over everything an event organiser usually does: the venue, contractors, programme, logistics and work on the day. The client gets one contractor and one estimate instead of a dozen contracts.
We work with agencies as a contractor: they build our light show into their programmes. So we see the market from both sides. Below: what party organisation services exist, how to choose an agency and what to check in the estimate.
What an agency’s services include
- Concept. Idea, theme, style, script
- Venue. Search, negotiation, booking
- Contractors. Host, performers, DJ, catering, decor, photo and video
- Technical. Sound, light, screens, stage, setup and teardown
- Logistics. Guest transfers, accommodation, registration
- Delivery. A coordinator and team on site, keeping to the timing
- Report. Photos, video, closing documents
You can order everything turnkey or only part of it: for example, the agency builds the programme and hosts the evening, while the company handles the venue and food itself.
Types of agencies
- Full service. Corporate parties, conferences, off-site events, awards. They work with large budgets and tenders
- Celebrations. Weddings, birthdays, proms, children’s parties. Often a team built around a host
- BTL and promo. Promotions, tastings, stands, brand activations at other people’s events
- Concert agencies. Concerts and tours, working with artists and venues
- Sports and city events. Races, festivals, city days, season openings
For an 80-guest corporate party, a full-service agency used to 2,000-delegate forums is usually more expensive and not always more attentive. It is better to look for one with events of a similar size in its portfolio.
How to choose an event agency
- A portfolio with video. Everyone has decor photos. A video of the room’s reaction shows how the event really went
- Similar cases. The same format, number of guests and budget
- References with contacts. Ask to speak to 1–2 past clients
- Who will be on site. The manager who sells and the coordinator who works on the day are often different people
- A detailed estimate. Each item on its own line, not a single “turnkey programme” sum
- The contract. Payment terms, postponement and cancellation, responsibility for contractors
What the estimate consists of
An estimate usually consists of contractor costs and the agency fee. The fee is either a percentage of the budget, most often 10–20%, or built into a mark-up on contractor services. Both are normal; what matters is knowing which one is in your estimate.
Lines where extra money most often appears: technical equipment (renting sound and light for a room that already has them), decor, staff and “contingencies” with no breakdown. It is worth asking what equipment the venue already has.
What you can order separately
Not everything has to go through the agency. A host, a photographer or a single programme number can be found on your own and handed to the agency for the timing. The main thing is that the coordinator knows about all contractors in advance.
Our light show is one of these numbers. Guests scan a QR code, raise their phones, and the whole room’s flashlights flash to the music. No equipment or setup: the signal travels via ultrasound from the venue speakers. The sound engineer or DJ launches it on cue, so the agency does not need to change the technical setup. From 10,000 ₽ per event for up to 100 guests.
If you are an agency
You can add the show to your price list as your own number. We provide a QR code, an admin panel, a description and video for presentations. Your team runs the show itself and we do not need to travel, so dates are never blocked. Trade discount from 10% on the first event and up to 30% for regular orders. Terms on the hosts and agencies page.
FAQ
How early to contact an agency? For New Year corporate parties, September–October is best: by November good venues and hosts are booked. For other events 1–2 months is usually enough.
Can you do without an agency? Yes, if there are few guests and someone can take on coordination. The steps are in the article on event organisation.
How to compare offers from different agencies? Ask for estimates on the same brief and compare line by line: are the contractors, equipment and staff numbers the same.
How to build the evening programme, in the article on the event script. An overview of show numbers with prices in corporate show programmes.