Eventroom
Event management agency for an event you want off your desk
You have an event to organise, a date and a rough budget, and you would like somebody to take the whole thing on. You may not yet know whether you need a venue finder, a production company or a stylist. Start here. We handle the venue, the build, the running order, the night and the get-out.
Starting from a date
The first conversation needs only a few things: the date or a window of dates, roughly how many guests, a budget range, the kind of evening you have in mind and the town or city. From that we can say what is realistic, which venues are worth looking at and what the main costs will be.
A budget range helps more than people expect. It lets us plan to the money from the start and put it where your guests will notice.
The venue
We find and check venues against your guest numbers, your date and the event you want. Each shortlisted venue gets looked at for access, power, get-in and get-out times, noise limits, catering rules and what is included in the hire. A beautiful room with a two-hour get-in window and one small lift is a different proposition from the brochure.
Once you choose, the room is measured and drawn, and you see your event set out in it before a single stage section arrives.
The build and the night
Sets, staging and styling are made by our own craftspeople and installed by the team that made them. Sound, lighting and screens are planned into the same drawings. On the night there is one person running the show from the running order, a crew who know every piece of the set, and a plan for the things most likely to go wrong. Guests only see the result, but most of the work of the night is keeping the running order on time.
The budget is driven mostly by guest numbers, how much staging and set is built, the screens and sound the room needs, and how long the venue allows for the get-in. Venue hire, catering and speakers usually sit on separate lines, so it is worth checking what any quote includes.
If something goes wrong
Something small usually does. A microphone drops out, a speaker overruns, a set door sticks. What matters is that it was thought about in advance: spares on hand, a fallback cue at rehearsal, and a crew who built the set and know how to fix it quietly. A good question to ask any event company is what went wrong at their last event and what they did about it.
The get-out
The event is not over until the venue has its room back. Get-out windows are fixed and often short, especially when the venue has another booking the next morning. The de-rig is planned as carefully as the build, and the room is left clean, because anything left behind or damaged comes back to you as a charge.
About event management agency
What should you tell an event management agency in the first email?
The date or a window of dates, how many guests, a budget range, the kind of event and the town or city. If you have a venue in mind, or an event you liked, include it. That is enough for an agency to say what is realistic and what the main costs will be.
What happens at the get-out after an event?
The get-out is the de-rig: sets, staging, lighting and furniture are taken down and removed inside the time the venue allows, often overnight or first thing the next morning. The room should be handed back clean and undamaged, because venues charge for anything left behind or broken.
What drives the production cost of a conference?
Mainly the number of guests, the size of the stage and set, the screens, sound and lighting the room needs, the number of breakout spaces, and how long the build and rehearsals take. A short get-in window can mean a bigger crew. Venue hire, catering and speakers are usually separate from the production budget, so check what each quote includes.
Send us the venue's floor plan, even if it is the sales PDF.
Add the date and roughly how many guests. You'll get an early view of what that room can and cannot do on the night.
info@stillroomcreative.com