How to choose
an event agency
Most events go wrong long before the day, usually because the agency was a bad fit for the job. Here is how to avoid that.
Decide three things first
Before you talk to anyone, write down your budget range, your guest count and your date (or a few possible dates). Agencies price almost everything from these, and without them every quote you get will be a guess.
Then decide what you want the agency to do. Some agencies run the whole event: venue, suppliers, entertainment, production and the team on the day. Others only do one part, such as entertainment or sound and lighting. Knowing which you need halves your shortlist.
Build a shortlist of three to five
Look for agencies that have done your kind of event recently. A company that runs large conferences won't necessarily be good at a 60-person wedding, and the reverse is just as true. On our city pages you can filter by event type, services and languages; each filter is based on what the agency says on its own website.
Check that each agency is still active. A portfolio that stops two years ago is a warning sign. Every agency on EventAgencyFinder has shown signs of work in the last 12 months, and its profile shows when we last checked.
Ask for a proper proposal
Give each agency the same brief and ask for a written proposal with a breakdown of costs. A good proposal names the suppliers, explains what is included and what isn't, and gives a timeline. Be wary of a single lump sum with no detail.
Our checklist of questions covers what to ask in the first call.
Check before you sign
- Ask for one or two recent clients you can speak to, ideally for events like yours.
- Ask who will be your contact, and whether that person will be there on the day.
- Read the payment schedule and the cancellation terms. Know what you lose if the date moves.
- Check whether the agency holds event or public liability insurance, and whether the venue asks for it.
- In Dubai, events with performers or public access usually need permits. Ask who applies for them and whether the cost is in the quote.
Trust the first meeting
The agencies worth hiring ask a lot of questions about your guests and what you want them to feel. If the first call is all about packages and upgrades, keep looking.