6 Tips to Choose the Best Event Agency

We know that choosing the best event agency is not an easy task, since there are many factors to consider and to get service provider goes much beyond “to look for the most economic one” due to there are more elements that makes the difference.

In this post we will list a number of factors to take into account to ensure you a good decision and, therefore, a good professional experience.

 

 1. EXPERIENCE

We know that we have not just discovered you the secret of eternal life, but it is a factor that we sometimes do not value enough and can make a big difference between one service or another.

The experience is the best way to learn, only through the experiences, learning from our own mistakes and failures, we can draw our own conclusions and continue growing.

And with experience we do not only refer to time, but also to the experiences and the desire to learn. We recommend you ask for a portfolio of previous events, which will give you an idea of what they can offer you.

At SmartWorks we have been immersed in the wonderful world of events for 15 years, we have extensive experience in corporate events, audio-visuals (AV), hiring of hostesses, gala dinners, fairs, hiring artists, entertainment, shows and contracting transportation and accommodation, so it is a guarantee of success.

 

 2. ATTITUDE 

Probably, it is something that we do not take into account when hiring but it is important that they have a good attitude, that they are interested in your project and contribute with ideas. That will give you both confidence and information about how important is your project to the agency.

Positive and proactive attitude is part of our philosophy.

 

 3. COMMITMENT 

Do you see them engaged enough? Look for an agency that commits to your project as much as you are, that make it theirs and strive to achieve the objectives satisfactorily.

For SmartWorks, your events are our events.

 

 4. AVAILABILITY AND DISPOSITION

It is also important to value the disposition, many agencies take a long time to answer and send proposals when you need it most. With Smart Works that will not happen to you.

 

 5. OFFER OF SERVICES

To know with which equipment or services they count to make your event: catering with those who work, audio-visual, suppliers of material, sound, coordinators, technicians and assistants during the event. When we say: “If you can imagine, we can do it!”

 

6. TO BE METICULOUS 

That they pay close attention to the most minor details of the event, so it is important that they ask you a lot of questions. That they give ideas and be ahead to your possible doubts.

Best Apps for Events

Everybody know that Smartphones have come to stay, we are increasingly centralizing more functionalities and tasks, therefore they have become essential in our life.

There are apps for events which will help you to offer a more complete service to attendees, keeping them updated at all times, and enhancing the experience. They also provide you detailed information that would benefit both sponsors as organizers.

In this interesting post we will see some of the most popular apps and the functionalities they offer.

 

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DoubleDutch

This platform allows you create and personalize totally the app for the event. Enables infinite functions to attendees and a deep analysis of the event’s development. Provides to attendees a mobile agenda, conduct surveys, promotes the networking among the public, the sponsorship opportunities, chats and gamification as a way to involve all those present in the active participation of the event. It also allows you to know information about sessions, speakers and expositors and their repercussion and those which need additional attention. With this app you could download reports and infographics to measure the attendees’ satisfaction, so also organizers could take advantage of it.

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EventTwo

This complete platform allows you to create an app for your event and guarantees to inform about agenda, speakers, headquarters, hotels, as well as enhables networking through its wall, list of attendees and messages among attendees. It also allows to announce the attendees’ degree of participation, condensing the questions to the speakers, making surveys and instant voting. This application can also benefit the sponsors and organizers, as it facilitates analytics and statistics of the event app in your “content manager” area, while also making it possible to unify all your events in a single application.

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EventMobi

The technology eventmobi allows managing the experience of the event from start to finish. The value of this tool for sponsors is evident: by measuring ROI, by penetration, branding, etc. From branding to content management, this mobile application gives the control that the organizer needs to customize and update its Event app. It translates to 15 languages, allows privileged locations for sponsors, they say in their website that in less than an hour you can have your application designed and running and even offers demonstrations with Webinars to see how easy it is to use.

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Tu Fábrica de Eventos

Tu fábrica de eventos is a tool for the integral management of events that also works as a mobile app. From the application you can access the general information of the event, list of participants and speakers, request networking meetings, generate agendas, send messages, access your private area (invoices, documents, tickets, etc …) and doing surveys among other functions. It is a design that includes the functions and tools that the organizer needs to manage the event in an integral way.

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Meet by CWT M&E

This app allows you to manage all aspects of meeting planning. It contains all the relevant information that organizers or attendees need to plan or navigate through their meetings, including meeting details and agenda. In addition, meeting organizers have the ability to send emails to all attendees. Users will also be able to suggest new features that can be added in the future thanks to an integrated system to collect opinions.

 

Events and New Technologies

The new technologies has changed our society and how t olive day by day. In our sector, how in rea life, happens the same. From SmartWorks we add to the event a distinctive and diferencial value.

Here you have some of them:

Streaming, allows you to be at the event virtually. It is not necesary travel to the place. We could enjoy the event online.

Video mapping. It is a huge revolution that consist in a projection with lights. From Smarworks we guatantee that it is somthing that our clients request a lot. You can create an amazing atomosphere.

Using holograms is something popular in events. Conferences and congresses. Famous and busy people use this technology to be everywhere.

Another trend it is the us of drones. This machines have video cameras to take pictures and videos. With this technology you can capture moments from your event.

Event: Closing Ceremony ESESA

Once again, SmartWorks had the pleasure to be present and offer its services at the closing ceremony of the promotion of ESESA business school.

The ceremony took place last Friday at the gardens of the Tabacalera enclosure, headquarter of ESESA. We could find amongst its guests businessmen and authorities like the Mayor Mr. Franciso de la Torre, who closed the event, the President of the Provincial Council, Mr. Elías Bendodo and the Delegate of Economic and Productive Development, Mr. Jacobo Florido.

master graduationspeakers at esesa graduation ceremony

Flamenco Scene Shooting for a Documentary

The past 6 and 7 July, SmartWorks Events had the pleasure of working with a major producer, in the recording of a documentary about the different dances, which will be broadcast on the channel Sky Arts.

We traveled to Seville, venue for the recording of the chapter, since this place is known as the cradle of flamenco.

We receive at Seville airport his team from Milan. The services we offered, were: service audiovisual, lighting, audio, stage, venue, transportation, tour guide by Seville and of course, our coordination.flamenco scene shootingFlamenco scene shooting

Deco Table for Events

Highlight your event’s table and add a bit of inspiration and ideas for every Budget.

For those events which the format is seated, the table could be one of the most important factors for decoration. Should be something useful but, at the same time, keep the theme of the event and look spectacular. The guests will be seated and will realise.

Contrary of what people think, a centerpiece does not have to cost a fortune. Here we show you some examples and ideas about how to use the table mounting as an advantage and create impressive table decoration:

– Modern: This clean and modern mounting uses the decoration of the room and gives life to the table with individual, geometrics and simple design cubes with the combination of the plates. Creates a sophisticated ambience.table decoration

By: https://www.instagram.com/p/BU1-tU8AB1J/

– Sailors on board: If what you need is give some color to a bored room, adding sailor touches could be a good idea. Putting together tables clothes with stripes and plain plates would be the perfect combination.

flower table set up– Blue China. The combination of graven and plain plate suits very well. In this case, adding a typical Chinesse plate gives to the table tradition and class. Adding, also, a blue napkin, could help to link up the rest of the mounting with pastel colours, for example.

Flower decoration

By: https://www.instagram.com/p/BEgWFuySryG/

– Cypress as decoration. This funny and jazzy decoration could be very useful for “responsable” events or “eco”. This decoration will give a fresh ambience to the table. Brings the things from outside, inside. It is another way to decorate tables without using flowers.

– Marble effects. This beautiful mounting gives light and elegance to all the table. The radiant white with the marble makes a perfect combination.

white marble kitchenware

Why We Love Events

Organize events it is not a job for everyone, but it is for you, it is the job of your life. Here you have some reasons why we organize events, why we love our job and why we are proud of what we do.

The events professionals are passionate and a group of people tough that, often get better under pressure. Of course, every event organizer can have love/ hate relation with the events but, never will think change the profession. Because of that, we are going to focus in the positive things and highlight some real reasons why we love what we do and why we feel proud of call ourselfs “event organizer”.

Variety. In one day, we could be visiting a venue, knowing something technological, having a meeting with clients, having a brainstorming, etc. Two evenets are not equal and, probably, we will be dealing with different projects at the same time. Even when we are in our desk, we can reach different roles. The variety is the sparkle in the event organizaer’s life. There is no time for boredom in the event organizer’s world.

People

No matter if the event organizer born or you have to make it. There is an important factor in being or creating. Work with the team of your dreams it is the best way to obtain results, help to do everthing less stressful and share the work duties. You could exchange ideas and collaborate to solve problems and find the best solution. Working like that, we will enjoy the victories of the team. The social factor it is very important.

Travel

Organize events could take you everywhere. The city next to yours or even another country, we are always ready to explore new worlds. No matter the destiny, we will always enjoy if we are going to do an event.

Pleased the wishes of the people

Make the event of your dreams for your clients or your boss and see the happiness of the guests is the best gift for and event organizer, because we spent a lot of time working for that result. Understand and produce the wishes of the client or the boss perfectly is a challenge, but at the same time it is a huge reward to encourage a bigger loyalty.

Negotiation

Maybe, it is not the first thing you think when you consider why you love your work, but it could supposed an increase of adrenaline when you get what you propose. A good negotiatior could make the other part think they have to give without commintment. In this way, we all are happy. It is not just about money. Maybe, you can get an upgrade in an hotel without extra cost, better Wifi, etc. This Little things make you feel proud of yourself.

Creativity

As a good event organizer, you should explore your creativity and see your ideas became reality. Those who get see their creativity expressed in reality are happier. You have the chance to show everything you know.

Flexibility

We spend a lot of hours working and, sometimes, the social life is fictional, but event that the event organizer’s life has a lot of flexibility. You could work wherever you are. Those who prefer the mornings or the nights, depends on the productivity.

To sum up, if you are an event organizer you understand everything we talked before. Sometimes, we feel tired but, at the end of each event, the satisfaction is huge.

Debriefing. the Importance of Post Event

It is true that each event is unique, and in every event we learn something new, but there are always situations that happens again and again. For this, we should learn from our mistakes to avoid them happen again.

When we talk about debriefring we are taliking about the reflection’s  period once your event has finished. Just to get better for the future events.

This reflection’s task after event is as impostant as the planification and production of the event. An event do not finish when the guests leave. It is necesary make a reflection.

One week after the event is when you have to do the reflection. It is important to know all the real costs. With this, we will have a clear and general vision of the event.

The appropriate is make an inform with all the conclusions of the event and, once is ready, share with all the people who make possible the event.

Depending on who we are going to share, we will highlight some points or another. We cannot make a general document for everyone, just because not all of them have participated in the same way.

Value the Events is the Pending Big Challenge

Today, do not exist a patron to value an event and which concepts have to be charge. Either the agencies or the professionals of the organization follow a common practise.

Value an event is a complicated task. This situation have caused suspicion in the clients, because they think the agencies send the budgets with margin and they do not how much they earn.

All this suspicion it is generated because of the lack of information about the value of the agency’s work. There are some variables, as creativity, that do not have standard price.

Could it be possible to standart a model of common remuneration between the events agencies?

Apart from the value added from each event agency, the budget is strategic and is the key when you need to make a decision.