Service Scope
01First, work out which service you need
"Event agency" is a very broad term. Different firms actually do different things:
| Type | What they actually provide |
|---|---|
| Strategy / creative | Theme, concept, proposal framework — strong on ideas, usually outsources execution |
| Execution / delivery | Supplier management and on-site execution — strong on getting it done, average on creativity |
| Full-service | Strategy through execution in-house, with no split responsibility |
| Resource-led | Strong on venues, media and talent, weak on creativity and execution |
Why this matters first
If you want full-service but hire a creative shop, you end up with this: great ideas, but execution subcontracted out — and no one accountable when something goes wrong.
02Five questions you must ask
- Will you execute this proposal yourselves?The core question. Which parts are in-house, which are subcontracted, and to whom. A high subcontracting ratio means high on-site risk
- Who is the project team, and will they be on site?Ask for names and roles. The pitch team and the delivery team are often not the same people
- Have you delivered this type of project, and what can you show?Don't just look at the photos in the deck. Ask what exactly they did, what problems arose, how they solved them
- What happens if we go over budget or add requirements late?Look for a variation process and pricing rules in the contract. Without them, on site the agency decides
- Who has authority to decide when something goes wrong?Can the on-site lead make the call directly, or must everything go up the chain?
03How to tell whether a case study is real
Almost every agency has a case portfolio. The difference is the level of detail they can produce.
| What they can produce | What it tells you |
|---|---|
| Polished photos only | Anyone can supply these; limited value as evidence |
| Photos + original working files (run sheets, role splits) | They genuinely executed it |
| Photos + the problems actually encountered and how they were handled | Professional, and willing to tell the truth |
| An introduction to the project lead from that event | The most persuasive of all |
Be wary
If the case photos show no audience, no real lighting, only clean renderings, they are most likely visualisations, not actual delivery.
04What to look for in the quote
- Is it itemised?A total-only quote cannot be compared, and you can't see where the money goes
- Does it include labor?Build, execution and teardown labor is often listed separately or omitted
- Does it include tax and management fee?If these are not in the contract, they will be added at the end
- How are variations priced?Are unit rates stated, or is it left "as incurred"?
05Six things the contract must state clearly
| Clause | What it should say |
|---|---|
| Scope of services | Item by item, what is included and what is not |
| Deliverables | Proposal, drawings, on-site delivery, photo and video, debrief report |
| Acceptance criteria | Not just "accepted as satisfactory" — must be verifiable |
| Variation process | Who requests, who approves, how it is priced |
| Breach of contract | How delay, substandard quality or withdrawal are handled |
| Intellectual property | Who owns the proposal, designs and image assets |
CaseRelated projects
Qifu Convention Centre, Guangzhou · approx. 1,500 people
Guangzhou and Zhengzhou · official vehicle service