We will gladly explain how we work as an event management agency as this will illustrate quite clearly how we would work together.
Initial contact
The first contact is usually over the phone where we will try to discuss information about the company and the reason for the event. If requested, we can send additional information with a general proposal or proposals. With a few exceptions, it nearly impossible to write a detailed proposal after this phone call.
With bigger projects, we like to arrange a face-to-face meeting, which preferably should take place at your office so that we can gain a better understanding of the company culture and the people who work there. This information is essential for the success of the event.
Another important point that needs to be discussed in order to form a suitable proposal is the goals that need to be achieved and the target group for whom it will be organized.
Proposal
Based on the information exchange during the meeting, we get to work on a proposal. The more information that is available at this point, the more detailed the proposal will be (including a quotation).
Proposal procedure
If a date is known, we will check availability with suppliers and ask them for quotes. With suppliers we mean: hotels, restaurants, caterers, bus companies, hostess agencies, print and press, and artists. New suppliers will always be judged against our criteria.
Using this information together with our knowledge and experience, we will generate a first proposal with a quotation. After you have had the chance to read through the proposal and discussed it internally, we will then meet or call to discuss any additions or changes. Obviously you may contact us directly with any questions or comments.
The outcome of this conversation is a program with all the major activities for your event. These activities will be outlined in detail in the second proposal, together with a detailed quotation. You always have insight into how much we spend on each item. Our goal is offering the best value.
Venue visit
If you like, we will set up an appointment to visit the venue(s) with your so that you can make an informed and definitive decision.
Contract and payment
When all the details have been discussed and you have definitively decided on one of our proposals, we will draw up a project confirmation. This document will include details of the proposal and the matching budget as well as a request for an initial payment. After we have received a signed version, we will confirm all the suppliers.
All changes and/or additions to the proposal will be confirmed with you in writing.
Communication
The communication is essential and Van Eeden Evenementen can service all the communication surrounding the event.
Also the communication between us is very important. For your event, an event manager will be assigned who will be your point of contact up to the event. Diederick van Eeden, as director of our organization, shall support the whole process. All communication between you and Van Eeden shall take place through the event manager so that one distinct individual is always informed about what is going on.
It is important to keep each other up to date and be frank in order to maintain a good working relationship.
Organisation
We are completely independent with regards to our suppliers. We work with various caterers, technical companies and booking agencies. Because of this, we are very flexible and can offer you great value. We have a big network within the events industry and this increases the efficiency of our organisation. We always try to work with suppliers who have been certified in their area of expertise, for example:
- The HACCP certification for caterers
- User licences and fire-safety certificates
- TUF certification for Active/Sports agencies
Realisation
When the preparation for the event has been completed, we produce a ‘Plan of Action’ for your event. In this plan of action, the responsibilities surrounding the event are spread amongst our team.
During the event, the event manager who is responsible for the realisation of the event will be present. If necessary, they will be assisted by their event management colleagues.
Evaluation
Just as important as the first meeting is the evaluation of the event. This can take place right after the event or after several days. However, it is important this evaluation is held to discuss the event and if everything went as expected. This is because we would like to work for you again!
Insurance
As an IDEA member, we can offer you an Event Cancellation Insurance. More information can be found here.