Most Event Organisers will engage external service providers at some stage of the event planning phase. This may include but is not limited to any of the following: 

• Event Management Companies 
• Event Safety Management Companies 
• Performers/bands/entertainers/MC’s 
• Equipment suppliers – display boards, tables, trestles and business stands 
• Temporary infrastructure – toilets, marquees and stages 
• Security 
• Staff 
• Amusement rides 

All external assistance with your event must be properly documented and agreed upon by all parties involved. Each of these arrangements, whether by letter, e-mail or telephone will require a written contract that is legally binding.

When entering into a contract, you want to make sure you are getting what you need and what you are paying for. Therefore, it is highly desirable that all contracts be in writing in the form of a letter supported by written agreement to document exactly what you want and are and are not paying for. This also avoids misunderstandings and minimises arguments over what has been agreed. 
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On occasion service providers sub-contract their services to another party. As an event organiser you need to be aware and approve the company that is working on your event site. If you are happy for a service provider to sub contract the services that you have requested then you need to make sure you have a copy of the relevant documentation such as insurances and licenses. Whether it is a direct service provider or a sub-contracted provider, you should demand the same level of skill, experience and documentation. 
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If you require temporary infrastructure such as marquees, staging and seating stands then you will also need to make sure that the person overseeing the contract and all staff working within the construction site are properly qualified to do so. 

In the Event Plan record all the contracts and agreements and supporting documentation required to oversee these contracts.

Events are a major marketing and communications tool for your business and those who attend the events should leave with an understanding of your vision of the event.  
There are many ways to approach an event. It’s important to start the event management process by answering the following questions: 

• What is your overall GOSPA (Goal, Objective, Strategy, Plan & Action)? (i.e. to gain publicity, connect with key audiences, build relationships etc) 
• Could the GOSPA be achieved better through an activity other than an event (in other words why is an event required?) 
• How does the event support your company objectives and priorities? 
  
• What budget is available (this may determine whether it’s possible to run an event at all, or of the quality required). 
• What are the key audiences and what do we want them to do as a result of the event (or other initiative)?

Event Management when compared to other traditional professions such as medicine, law and accounting is relatively a young field. It is an area that is growing rapidly and now represents hundreds of professionals who are responsible for planning, coordinating and evaluating a wide range of events all year round.

Event management is predominantly about creating an experience. Bearing in mind that first impressions last, it is important when embarking on any event regardless of its scale to take the correct approach and use the right techniques to ensure that your event is successful.

Whether they be personal celebrations, festivals, carnivals, or fairs, societies the world over have enjoyed organising and attending events. Moreover, the event industry has been the business growth success story of the past decade. All events are dynamic and challenging management environments that require expertise in several business disciplines, together with an understanding of the social and cultural impacts on stakeholders.