Questions to Ask an Event Agency Before You Sign
Before signing, confirm who runs your event, what the fee covers, how suppliers and payments are managed, how risk is handled, how changes and cancellations work, and how success will be reported.
Before you sign with an event agency, confirm who will run your event, exactly what the fee covers, how suppliers and payments are managed, how risks and emergencies are handled, what happens if plans change or the event is cancelled, and how success will be measured and reported. Clear answers now prevent disputes later.
For organisations in Ghana commissioning conferences, launches, festivals and corporate events, these questions turn a promising proposal into a reliable agreement.
About the team
- Who will be our main contact, and who will run the event on the day?
- How many other events will that person be managing at the same time?
- How will you communicate with us, and how often?
About the fee and scope
- What exactly does your fee include, and what is excluded?
- Are supplier costs included, quoted separately or marked up?
- What happens if the scope changes?
See what an event budget should include before you book suppliers.
About suppliers and payments
- Which suppliers will you use, and are their contracts with you or with us?
- When are deposits and payments due, and to whom?
- Who is responsible if a supplier fails?
About risk and safety
- Who handles permits, security and medical cover?
- What backup plans exist for power, weather and technical failure?
- Who has authority to make decisions in an emergency?
See crowd safety basics for event organisers in Ghana.
About changes and cancellation
- What happens if we change the date, venue or guest numbers?
- What are the cancellation terms for us, for you and for suppliers?
About promotion and attendance
- If attendance matters, who is responsible for marketing and registration?
See how to improve attendance after people register for your event.
About results
- How will success be measured, and what will you report afterwards?
- Will we receive photographs, video and attendance data?
Get it in writing
Record the answers in the contract or an agreed scope document. See how to brief an event agency for a conference or launch and how to choose an event management company in Accra.
PR369's Events and Experiences service covers event strategy, programming, promotion, coordination and delivery. Email info@pr369.com with your event, audience and date. We will begin with a strategy conversation.
