How to hold a tender for event agencies?



Грошове конфеті, метафан

Nowadays, in search of a suitable event agency, the client is faced with the problem of a wide choice, since every year the market develops and becomes stronger. Therefore, in this case, one of the most effective ways is to conduct a tender. The customer has the opportunity to evaluate and consider various options and choose exactly what they need, while agencies can declare themselves and find new potential customers.

It is worth mentioning that when conducting tenders, both the client and the participating company strive for a single win-win result because no one wants to waste time. It is important for an event agency to clearly see and understand the requirements, exact terms and conditions, know the competitors, and what the customer is aiming for. And the latter sets the goal to choose not the best out of the worst, but professionals in their field.

Це зображення має порожній атрибут alt; ім'я файлу imgonline-com-ua-resize-kfvwjvgvgabmos.jpg

Let’s look at the main criteria when choosing an event agency and what are the pitfalls of the notorious tenders.

Company history and age

When choosing an event agency to organize an event, it is worth considering its history and the number of years in the market. Its experience, the number of completed projects and the coverage area are important factors and should always be taken into account.

Project universality

When choosing people who will carry out everything from the initial concept to the final day of the event, the client needs to consider which projects are listed in the portfolio of the selected agency. Their variety is an indicator that the team is ready to work with completely different projects, choosing each time a new, unique approach to achieve maximum results.

Budget or creativity

It is important to understand what a tender is — a competition of ideas or budgets. After all, good event agencies are unlikely to compete with beginners for a place in the sun, and nothing good will work out of an idea driven into a limited budget.

Це зображення має порожній атрибут alt; ім'я файлу imgonline-com-ua-resize-hwy6japmmcjvkh.jpg


The more information about the customer and his project, the bigger the possibility that the tender will attract worthy participants. Nobody wants to work with a “dark horse”, which does not provide a high-quality brief, with a lack of clarity and detail. Event agencies should understand what they are dealing with. This rule applies to both open and closed tenders. It does not matter if you invite participants or hold a tender for everyone — the conditions should be clear. 

Professional awards

If the portfolio of the event agency includes industry awards, this is a big plus for customers. Firstly, the presence of awards distinguishes them from competitors and provides an opportunity to stand out. Secondly, it significantly saves time when choosing and builds a high level of trust towards the agency.

Customers and their recommendations

The reputation of the event agency, in addition to the above-mentioned awards, is favorably supplemented by the existing customers of the company and their direct reviews and recommendations. Their presence will allow you to learn more about the company and make the right choice.

Це зображення має порожній атрибут alt; ім'я файлу imgonline-com-ua-resize-6n6ucznocjw5zue.jpg


Why do many event organizing agencies fear tenders, and some even bypass them? The reasons may be different: lack of detailed information about the project and other participants, fuzzy conditions, limited budget. In order for the participants to feel relatively safe, they need to know the capabilities of the client’s company, as well as its willingness to meet with a potential participant, which will prove the seriousness and transparency of intentions. Not many companies are ready to fulfill such wishes, but if you need a result, you can’t do without compromises.

They say that the wealth of choice, in our case, during the tender, can be confusing. But there are obvious pluses — the opportunity to get the most diverse offers, draw creative ideas and discover new names in the event market. As the director of the Lioncom event agency Anton Sadykov says: “A tender always opens new opportunities: to declare oneself, learn about competitors, meet clients, and, of course, the opportunity to win it. You never know.”