Top 5 Commonly-Asked Questions On Event Planning

As event organisers, we aim to serve our clients in a consultancy capacity, where we would advise them on areas that require technical expertise. These are normally things like audio/visual specifications, event licensing, and many more.

Understandably, our clients would have questions regarding event planning and we have listed down Top 5 of the commonly-asked questions that our salespeople have often encountered. We would be breaking the questions down into three parts:

• the Rationale behind the clients’ questions

• the Reasons why event organisers do things in a specific way

• the Conclusion, how we think you can approach the issue

5) “Why Are There No Rehearsals Under The Event Package?”

Rationale: Thinking from our clients’ point of view, there is a need for a rehearsal before the actual event. That way, performers are better prepared, the sequence of the event segment is revised once again. All these would help to minimise the chances of issues arising during the event.

Reasons: Most event organisers do not include rehearsals in their event packages as it involves rehearsal charges from performers/show hosts, setup crews, event venues, and event manpower. It would not be advisable to incur such costs unless necessary.

Conclusion: All of the parties above will cater their time to perform their necessary checks before the event. Therefore, you should rest assured that the event will run smoothly as all parties involved do their due diligence. 

4) “What Constitutes The Licensing Fees? Do We Have To Get Event Insurance ?”

Rationale: We feel that licensing fees and event insurance are not discussed enough in today’s world, hence most of our clients would perceive them as additional costs that can be make do without.  

Reasons: As an event organiser, we would usually recommend our client to purchase event insurance as anything can happen during the event. For the licenses, some venue providers would require specific licenses, to facilitate the event.

Conclusion: Hence you need to check in with your event organiser if they have furnished the necessary licenses, or you might face the possibility of having your event halted by the venue provider. Likewise, for event insurance to safeguard your company’s interests if there is any situation arising.

3) “Can We Just Tap On The Venue’s AV Equipment? Since They Already Have It.”

Rationale: Most of the venue providers (mainly hotel ballrooms) have an existing setup of basic audio, visual, and lighting systems (AVL). Thus, we get asked frequently about the need to bring in an A.V.L set when we can tap on the venue’s existing systems and forego the costs.

Reasons: The specifications for the A.V.L systems vary on the different types of events. Let’s take a Dinner and Dance event for an example: it would require better audio and lighting system to enhance the audio and visual effects onto your audience during performance segments. It is something that the venue’s systems might not be able to perform as proficiently.

Another point to note would be the placement of consoles. There are instances where the A.V room is situated far from the venue space, it would be hard to communicate changes efficiently during the event. 

Conclusion: A good event organiser would always request for a site visit to check out the venue space and its systems’ specifications.  This way, they can better advise you if whether additional equipment needs to be brought in.

2) “Why Is This < Item> So Expensive? I Can Get It Cheaper Online.”

Rationale: This applies to items like door gifts and goodie bags. There would be instances where clients would prompt a question on the quoted price as a similar item can be found at online platforms like Shopee, Alibaba, etc. As such provisions usually involve items of large quantity, there would be a significant difference in the prices.   

Reasons: The quoted price from event organisers often includes various charges such as shipping fees, customised printing, and packing of the items. And these charges vary from the methods of shipping, and the degree of customisation. Hence, these result in the “difference” of prices.

Conclusion: Customising and packing items can be very time-consuming. Our take on this pointer is if the difference between the quoted price and the sourced price is not too exorbitantly high, have the event organisers to settle this problem for you.

1) “What Is The Event Management Fee?”

Rationale: NUMBER ONE QUESTION that I believe most event organisers would receive from their clients. The event management fee is usually quoted along with the event package and for clients who are tasked for the first time to plan for their company’s event, they would ask what constitutes this particular fee that event organisers are charging.  

Reasons: As the name says, this fee is the service fee that we as event organisers charge for our services rendered. The services are provided in the following:

• Conceptualising of event concepts

• Execution and management of events, and all miscellaneous expenses incurred along the way

Hence, it is the same as the service fees you pay, e.g. for aircon maintenance, for their transportation, and their manpower costs.

Conclusion: This is a staple fee when it comes to engaging an event organiser for your company’s events, and most event organisers would provide a cost breakdown under this particular fee. So do enquire with your event organiser if you do not see a cost breakdown.

Did you have the same questions when you were planning for your company’s events? We hope that this article has provided you the answers that you are looking for.

Nonetheless, the benefit of engaging a professional event organiser is to have a problem solver for all event-related matters. It will help to take a huge workload off yourself, and you can focus on your work.

If you are on the lookout for an event organiser, you may drop us an enquiry here!