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Hiring an events agency: what to know before you start

You've got a corporate event coming up and you're wondering: do I do it myself, or do I bring in an events agency? Three factors decide the answer: the size, the time your team has and how much the result matters. When it comes to hiring an events agency, it pays to weigh these up early.

For a small, informal team outing you can happily do it yourself. But for an event with 100+ guests, an anniversary, a gala or a product launch, professional help is almost indispensable. Complexity grows exponentially with size.

An events agency brings three things you rarely have in-house. Creative thinking and a network of suppliers. Plus experience in managing the unexpected.

What does an events agency actually do?

A good events agency guides the whole journey from A to Z. It starts with a strategic brief: what do you want to achieve, and for whom? From there they develop a concept that fits your organisation.

After that, they arrange everything. They scout and book the venue. They put together the programme and entertainment and coordinate the technical production. They also select the catering and manage the invitation process. Plus budget and supplier management. On the day itself, they handle full coordination and direction.

The advantage: you have a single point of contact for everything. No hassle with ten different suppliers, no stress about details. And no surprises.

What should you look for when choosing an agency?

Not every events agency is the same. When choosing, what matters is experience with your type of event, creative quality, transparent costs, a personal click and good references.

Always ask for an introductory meeting. A good agency invests time in understanding your situation before making a proposal. Be wary of agencies that come straight in with a standard package without asking any questions.

At Live Impact, we always start with a no-obligation chat. We want to know who you are, what drives you and what the event needs to deliver. Only then do we start dreaming things up.

What does hiring an events agency cost?

The cost of an events agency usually consists of two components: a fee for the guidance and the pass-through of supplier costs.

The agency fee ranges from 10 to 20 per cent of the total budget, or a fixed amount depending on size. For a complete event, you can reckon on:

Small event (50 to 100 people): €2,000 to €5,000 agency fee.
Mid-sized event (100 to 300 people): €5,000 to €15,000 agency fee.
Large event (300+ people): €15,000 to €30,000+ agency fee.

An agency often pays for itself. Think better supplier rates, avoiding costly mistakes and saving hundreds of hours of internal organising time.

Organising it yourself vs. outsourcing

The trade-off is simple: how much time do you have, and how important is the result?

Organising it yourself quickly takes 200 to 400 hours for a mid-sized event. That's time you're not spending on your actual job. On top of that, you miss the creativity and experience an agency brings.

An agency saves time and often delivers a better result. Not because you can't do it yourself, but because they do it every day. They know the pitfalls, have the contacts and know what works for which audience.

The ideal scenario: you decide the what (goal, audience, budget), the agency decides the how (concept, programme, production).

How does the partnership work?

A good partnership with an events agency unfolds in phases.

Phase 1: Brief and concept. You share the brief, the agency develops a concept and presents the proposal with a budget.

Then: development. Once approved, the agency works everything out: venue, suppliers, programme and communication.

Next: production. In the weeks before the event, we finalise every detail and build the run sheet. We also run technical checks.

On the day itself: delivery. The agency coordinates everything. You can focus on your guests.

Finally: evaluation. Afterwards we look back together. We share lessons and determine the return.

Ready to bring in an events agency?

At Live Impact you get a dedicated project team: a concept thinker, a project manager and a producer. People who treat your event as if it were their own party.

Get in touch for a no-obligation chat. Send a brief via live-impact.nl/briefing.

Call us on 085 401 40 14 or email hello@live-impact.nl.

Seriously fun.

Also read

• Event marketing: why a live event makes your message resonate more strongly

• Kick-off program: how to build a day that sticks

• Teambuilding activities: 20 ideas that really work

Frequently asked questions

Can Live Impact help organise a corporate event?

Yes. Live Impact is a concept agency for corporate events. We help with the complete process: from first brainstorm and concept development to venue selection, programming and production.

Whether you're planning a staff party, conference, kick-off, anniversary or client event: we think along. We ask sharp questions and make sure the result stays with people.

Get in touch via hello@live-impact.nl or call +31 85 401 40 14.

Read our full article on organising a corporate event →

How much time do you need to organise a corporate event?

Start at least three months ahead. For large events (300+ guests, complex production), six months is more realistic.

The organisation runs in four phases. First lay the foundation (12 to 10 weeks before the date), then concept and partners (10 to 6 weeks). Then the detailed work (6 to 3 weeks) and finally execution plus aftercare in the last 3 weeks. Popular venues and artists are quickly booked up in autumn.

See the full phasing in our article →

How do you write a good brief for a corporate event?

A good brief contains at least six elements. They are: the objective, the target audience, the number of guests, the preferred date, the budget and prerequisites (venue, dietary requirements, travel time).

Write it on a single A4. Share it with your project team and your agency. Without a brief, everyone works from assumptions. That delivers a messy result.

Read the full article with all brief elements →

What is the difference between a corporate event and a staff party?

A staff party is specifically for staff: internal, familiar, and the mood is looser. A corporate event is broader and can be a staff party, but also a conference, kick-off, anniversary or client event.

The difference lies in the approach: a staff party is about celebrating and connecting. A corporate event can also serve strategic goals, such as knowledge sharing, brand positioning or culture change.

More on organising a corporate event →

What does it cost to organise a corporate event?

A corporate event costs around €200 to €500+ per person ex. VAT for 250 to 500 guests. For 500 to 1,000 guests, expect around €150 to €400+ per person. For 1,000 to 2,000 guests, expect around €125 to €350+ per person. For more than 2,000 guests, expect around €100 to €300+ per person. All amounts excluding VAT, including venue, catering, entertainment and production.

The exact budget depends on the type, the venue and the programme. The brackets above indicate the range for an average corporate event.