How to choose the right event management company in 3 smart steps.

Looking for the right corporate event management company for your next big event?

The search can feel a little like dating. You’ll meet some maybes, a few nope, never agains, and (if you’re lucky) one that just clicks.

The right planning partner will listen, collaborate, and care about your event like it’s their own. Here’s a quick three-step guide to help you find that agency. The one you can trust with your brand, your budget, and your people.

TL;DR: Your 3-step guide to choosing the right event management company.

Step 1: Research to do before meeting with event management companies.

Before reaching out, get a clear understanding of what event management companies do and what type of support you really need.

What is an event management company?

An event management company handles the planning, coordination, and execution of events on your behalf. Their team can oversee everything from venue sourcing and logistics to creative design, production, and on-site support. They operate as an extension of your team, making sure every detail aligns with your event goals.

Related: Want to weigh the pros and cons of working with an event planning company? Here’s the breakdown.

What do event management companies do?

Event management companies handle planning, budgeting, vendor coordination, event design, registration, travel logistics, onsite management, and post-event reporting. Think of them as your project managers, creative partners, and operations team all rolled into one.

How does an event management company work?

Most event management agencies kick things off with a discovery phase. Their planners take the time to learn about your goals, audience, and overall vision. From there, they develop a strategy and oversee every logistical detail through to execution. Many also provide post-event reports to help evaluate results.

What are the different types of event management agencies?

The different types of event management agencies are:

• Full-service agencies: Handle strategy, logistics, and execution.
• Destination management companies (DMCs): Focus on local logistics and vendor sourcing.
• Production companies: Specialize in A/V and staging, but may not cover full event planning.
• Experiential marketing agencies: Design brand activations and immersive experiences.
• Individual contractors

Related: Still unsure about the differences? Here’s a more detailed look at how a full-service event agency, DMC, and an A/V company compare.

How much does an event organizer cost?

Event organizer costs and fees vary depending on scope and services. Most event management companies charge a flat fee, percentage of total budget, or retainer. Expect to allocate around 8–15% of your total event budget for professional management.

Related: Want to know what a corporate event typically costs? Here’s a breakdown of the average budget for an incentive trip or Presidents Club, as well as what it usually takes to plan a corporate conference.

Do I need an event management company?

If your internal team is stretched thin, you’re managing multiple events, or you want to take your program to the next level, then yes, you need an event management company. 

An event management company brings expertise and resources that:

• Save you time
• Reduce risk
• Improve outcomes

If all that sounds appealing, then yes, you should partner with an event management company. Here’s our list of the top 15 conference management companies of 2026 to take a look at. 

Step 2: Key questions to ask your event management agencies.

Once you’re ready to start conversations, your goal is to compare experience and fit. The RFP or interview stage is where you learn how each event management agency actually operates.

Here’s what you should ask yourself when getting started: 

When should I start looking for an event management agency?

You should start looking for an event management agency at least 10–12 months before your event, especially if venue sourcing or travel logistics are involved. The earlier you begin, the better the options.

How many event management companies should I evaluate?

Compare at least two to four event management agencies in your evaluation. That gives you enough variety to understand pricing, services offered, and creative approaches.

Where can I find reputable event management agencies?

You can find reputable event management agencies through referrals, industry associations, event trade shows, and client testimonials. Also, review each event agency’s portfolio and client list online before reaching out.

What questions should I ask an event management company during the RFP process?

You should ask an event management company about their team structure, project management approach, technology, and examples of similar events. This helps you assess whether their process fits your organization.

What credentials or client experience matter most with event management companies?

Look for relevant experience with your event size and type, references from satisfied clients, and a team with deep logistics and strategy expertise.

What does it cost to hire an event management agency? How much budget do I need to allocate?

Event management fees can vary widely depending on the size, complexity, and location of your event. But a good rule of thumb is to allocate about 8–15% of your total event budget for agency management and production support. Smaller or highly customized programs may fall outside that range.

When reviewing proposals, ask for transparent pricing that clearly outlines what’s included (and what’s not). Make sure you’re comparing apples to apples across bids. Some agencies include staffing, travel, and creative services in their fees, while others may charge day rates or apply markups for those items.

Now, let’s go over the top questions you should be asking your event agency:

What expertise does your event management company have in my industry or event type?

Look for proven experience with your type of event (corporate meetings, incentive trips, or large conferences). Experience in your industry means your event management company understands your audience and can anticipate challenges.

What services does your event management company not offer?

Transparency is really important here. Knowing what’s not included with your event management company’s service offerings helps you identify gaps early (like attendee marketing or content creation) so there are no surprises later.

What types and sizes of events does your event management agency have experience with that are similar to ours?

Ask for examples of events that match your goals, audience, and scale. You’ll get a sense of how well your event management agency can handle your logistics and complexity by asking this.

How does your event management company work with clients during planning and onsite?

Understanding your event management company’s communication rhythm (weekly calls, project updates, shared planning tools) will tell you how collaborative and organized their process is.

Who are your event management agency’s current and past clients?

Client lists reveal the types of organizations your event management agency typically partners with. Look for long-term relationships, not one-off projects. This shows reliability and client satisfaction.

How would your event management agency approach our event specifically?

This question helps you see how your event management agency thinks strategically. The best answers go beyond logistics and focus on outcomes, like attendee engagement or revenue growth.

What interesting ideas or creative concepts has your event management company implemented recently?

You’ll see how forward-thinking your event management company is and whether they’re bringing new ideas to the table that align with your goals.

How scalable is your event management company as our programs grow?

Ask how your event management company handles expanding programs or simultaneous events. A scalable planning team means you can grow your partnership without starting over.

What tools, systems, or planning platforms does your event management company use?

The right technology (like project management platforms or registration systems) ensures smoother communication and better reporting.

What sets your event management agency apart from others?

This is your insight into your event management agency’s core strengths. Maybe it’s creative design, production expertise, or deep partnership mentality. Listen to what is most important or meaningful to your event.

What vendor relationships does your event management company have, and how do you evaluate vendor performance?

Strong vendor partnerships mean better pricing and reliability. Ask how your event management company vets and manages its suppliers.

Related: Here are 8 reasons why vendor partnerships are crucial for event agencies. 

What value does your event management company bring that competitors don’t?

By asking this question, you’re looking for tangible examples from your event management company (cost savings, improved engagement, or streamlined workflows), not buzzwords.

How does your event management agency measure event ROI, KPIs, or business outcomes?

An experienced event management agency should track measurable goals like attendance, satisfaction, leads, or ROI. Ask what post-event reporting they provide.

Related: Curious how to measure event success beyond ROI? Learn why return on experience (ROE) is becoming the metric that really counts.

How does your event management agency track and manage event budgets?

Budget transparency matters. Ask your event management agency about tools, update frequency, and how they flag variances early to prevent surprises.

How does your event management company handle data security and privacy during registration or event communications?

Your event management company should have clear data-handling policies that meet GDPR or other compliance standards. This is especially important if they manage attendee data.

How does your event management company apply new technology like AI, VR, or data analytics?

This reveals how your event management company stays ahead of AI, event trends, and uses innovation to improve event experiences or efficiency.

Related: Looking for Innovative conference ideas? Here are 9 ways to flip your thinking on corporate events.

How do you approach attendee engagement, and can you share recent examples?

Look for creative strategies that connect people meaningfully. Here are a couple of examples:

• Interactive sessions
• Gamification
• Personalized content

Related: Looking to add some energy to your conference? Check out these 8 gamification ideas.

What’s your process for risk management or crisis response?

Ask about your event management company’s contingency plans for emergencies, weather, cancellations, etc. A solid crisis response process signals professionalism and preparedness.

How does your event management company handle last-minute changes or disruptions?

Flexibility matters here. Your event management company should have examples of quick pivots that kept events on track under pressure.

Related: Curious what makes a great event management partner? Here are 6 habits of highly effective event managers.

Can you provide comparative budgets for events of our size?

Sample budgets from your event management agency help you understand what’s realistic and where your investment will go.

How do you assign a project manager for each client event?

Learn who your main point of contact will be and how their event planning team is structured around your project.

What is your event team’s communication and planning approach?

Ask about how updates are shared and how often you’ll meet. Clear communication keeps event planning projects on schedule.

What does onsite management look like with your project management team?

You want an event planning team that’s proactive on-site. Your event management agency should excel at anticipating issues and managing all your vendors.

How does your event management company ensure smooth execution on event days?

Look for clear processes, defined roles, and post-event debriefs. Experience and organization are key here in your chosen event management company.

What post-event reporting or follow-up services does your event management agency offer?

A great event management agency doesn’t stop when the event ends. Ask how they evaluate success and share learnings for future programs.

Is your leadership team involved throughout the project, or do clients work with a separate account manager?

It’s helpful to know who in your event management company will oversee your event. This is especially important for major programs that need executive oversight.

Are your event planners in-house or contracted?

Full-time event management staff often means better consistency, communication, and accountability.

Related: Here are the pros and cons of working with an all-in-house event agency vs. one with a partner ecosystem.

What does your event management company’s implementation process look like?

A clear event planning process with timelines and milestones means fewer surprises and more predictable outcomes for your event.

What does your availability look like during our event month?

Check that your agency isn’t juggling too many events at once. You want your project to have their full focus. 

And if they are managing multiple programs, make sure their team has the bandwidth to handle it.

Can you share a sample planning timeline for an event like ours?

This helps you understand the level of detail and structure your event management team brings to planning.

How does your event management company collaborate with internal stakeholders?

Your event management company should be comfortable working with your marketing, finance, and leadership teams. And be clear about how they’ll align communication.

What are your event agency contract terms and cancellation policies?

Transparency here protects both parties. Ask your event management company about payment schedules, cancellation terms, and scope changes.

Can you provide client references or event management case studies?

References reveal how your event management company performs under pressure and how satisfied clients are with their planning process.

What is your event management company’s fee structure?

Whether your event management company has a flat fee, percentage, or retainer, make sure you know exactly what’s included and how billing is handled.

Related: Looking for more details? Here’s how to compare event management agency fees.

Step 3: How to evaluate event management agencies and select the right one.

After you’ve met with a few agencies and reviewed their proposals, it’s time to compare them side by side. This is where you look beyond pricing to find the event management company that fits your team and goals.

It’s time to ask yourself:

Which event management company best fits your logistical needs (location, team size, services, etc.)?

The right event management company should have experience managing events at your scale. Whether it’s a 100-person leadership meeting or a 3,000-person conference. 

They should also be comfortable handling the type of logistics your event requires, like multi-day schedules, international travel, or complex vendor coordination.

Which event management agency communicates in a way that fits your team’s culture and pace?

Communication style matters. Find an event management agency that fits how your team likes to work (fast-moving, detail-focused, collaborative, or all of the above). 

Clear updates and consistent communication should be part of the process from day one.

Which event management company demonstrated the strongest creative ideas or strategic thinking?

Look for an event management agency that brings original ideas to the table:

• New formats
• Engagement strategies
• Design approaches that align with your goals

Creativity isn’t flashy. It involves thoughtful solutions that make your event more impactful and memorable for your attendees.

Which event management agency clearly connected its solutions to your event goals?

The best event planning partners align every recommendation with your business objectives. 

Whether your goal is to drive sales, build culture, or reward performance, their proposal should clearly tie creative ideas and logistics to measurable business outcomes.

Which event management company offered the most transparent budgeting process?

Budget clarity is a sign of professionalism. Choose an event management company that explains how funds are allocated and what’s included.  

The same goes for realistic timelines. They should be well-documented so you always know where everything stands.

Which agency’s process felt the most organized, proactive, and responsive?

A great event management company runs like clockwork. Their planning process should feel streamlined, with clear milestones, quick follow-ups, and proactive problem-solving. 

If your event operator seems organized during the sales process, you can most likely expect the same consistency during planning.

Which event management company seems most willing to partner with your team long-term?

You want an event management company that sees your success as its success. 

The right event agency asks smart questions, offers honest advice, and collaborates closely. Look for signs of curiosity and enthusiasm for your event.

The bad event agencies just check boxes and simply take orders.

Which company offered clear value beyond the basics (like innovation, cost savings, or experience design)?

Strong event management agencies add value that you can see. Maybe they find creative ways to stretch your budget, streamline workflows, or enhance the attendee experience. 

Ask yourself which company went above and beyond to bring thoughtful solutions, not only standard services.

Which event management agency provided credible references and examples of measurable success?

References tell the real story. Choose an event management agency that can share case studies or connect you with past clients who can speak to their reliability, creativity, and follow-through. 

Measurable results (like cost savings, engagement scores, or repeat client work) are a great sign.

Which event management company showed proactive problem-solving and contingency planning?

Events rarely go 100% according to plan. The right event management company anticipates issues before they happen, whether it’s a delayed shipment, weather disruption, or last-minute schedule change. 

Look for an events agency that can share real examples of how they’ve handled challenges smoothly and kept clients confident throughout. Their ability to pivot quickly (without drama) is often what separates a good agency from a great one.

Your goal is to find the partner who “gets it.” An agency that listens and delivers results without unnecessary stress. 

But even great proposals can hide potential issues. 

Keep an eye out for these six red flags in an event management agency.

1. Do they give vague or incomplete answers to your questions?

If an events agency can’t clearly explain their process or costs, that’s a red flag.

A credible event management company should be confident in walking you through details and answering tough questions directly.

2. Are costs or pricing structures unclear?

Transparency around fees is vital. If their pricing feels confusing, lacks itemization, or changes from one conversation to the next, it could lead to surprises later. 

The best event agencies provide clear, written breakdowns of every line item.

3. Does their proposal rely on outdated technology or manual systems?

Don’t partner with an event planning agency that uses outdated technology. Modern event planning tools help you:

• Track budgets
• Timeline
• Tasks efficiently

If an event management agency lacks updated digital systems, it can mean they are slow or more likely to miss details. 

4. Does their event planning team seem reactive instead of proactive?

Pay attention to how your event planning team responds during early conversations. 

Are they anticipating your needs and asking smart questions, or simply reacting to your requests? A proactive mindset signals strong planning skills and better partnership potential.

5. Are proposal and communication timelines slow or inconsistent?

If it takes weeks to receive a proposal from your event management agency or you’re constantly following up for updates, that pace likely won’t improve once planning begins. 

Consistent, timely communication is a good sign of organization and reliability.

6. Is their quoted cost significantly lower than others (a possible sign of hidden fees or inexperience)?

A low bid from an event management agency might look appealing, but it can indicate inexperience, missing services, or future add-ons. 

Compare proposals carefully and ask how their fees are structured to ensure you’re getting a complete picture, not simply the cheapest option.

Related: Looking for more insights? Here are 12 red flags to watch for when choosing an event management company.

Which company is best for event management?

The best event management company is the one that fits your team’s rhythm and delivers measurable impact. You’re making an important decision in choosing a partner who will help bring your event vision to life. 

Related: Here’s our list of the top 9 corporate event management companies to save you the hassle of researching. 

Plan your next event with GoGather.