Many companies choose their event agency on the best-looking presentation or the lowest price. The real differences between agencies show up later, in build week, when a supplier is late, the floor plan changes or the venue asks for a document nobody has heard of.
We are an event agency ourselves, so read this with that in mind. These are the questions we would like every client to ask us and everyone else, because they protect both sides. Below: how to shortlist, what to ask, which red flags to watch for, and how to compare quotes like for like.
Shortlisting to three agencies
Start with one written brief and send the same version to every agency. If you do not have one, read how to write an event brief that saves half your meetings first, because quotes built on different briefs cannot be compared.
Then shortlist on four criteria:
- Similar built work: in type and scale. An agency that is excellent at launch parties may not be the right choice for a 200 square metre exhibition stand.
- Venue knowledge: previous work in your venue or emirate, and familiarity with its procedures and loading times.
- Capacity on your dates: if your event coincides with a major show in Dubai, ask how many projects the agency has that week.
- References you can call: at least two previous clients willing to speak to you. Ask them about a time something went wrong and how the agency handled it.
Three agencies are enough. Five means weeks of meetings and proposals you will not read properly. If you want full creative concepts at pitch stage, consider a modest pitch fee or ask for an initial idea only, because serious creative work takes time.
The questions that reveal the difference
Built work before renders
Every 3D render looks good. Ask for photos and video of finished projects, each shown next to its original render, so you can see the gap between promise and delivery. Ask if you can visit one of their builds in progress.
The team who will run your project
The team at the pitch meeting is not always the team standing next to you on site. Ask who the project manager will be, their experience, how many other projects they will be running that week, and whether they will be there for build, show and breakdown. Ask for their name in the contract, with your right to approve any replacement.
Owned versus subcontracted
Some agencies have their own workshop and AV stock; others subcontract everything. Neither model is wrong, but it affects control over quality, timing and cost. Ask who is responsible to you if a subcontractor fails, and whether the agency is registered with your venue, since some exhibition centres only allow approved contractors to build.
How changes are priced
Changes happen on every project. What matters is a written process: a change request with a price, your approval before work starts, and a known overtime rate. Ask when changes start to cost more, which is usually once production begins. A typical example: changing a wall colour after the graphics are printed means a full reprint, and you should know that cost before you approve it.
The payment schedule
A common pattern is a deposit on signing, a payment before production and a final balance after the event. Link payments to clear milestones, and be wary of a request for the full amount upfront without a reason tied to actual bookings. Tying the final payment to delivery of the report or final photos keeps the last deliverables on schedule.
Insurance
Ask about public liability and equipment insurance, and ask for a copy of the certificate. Many venues require these documents from contractors before letting them on site. Ask, too, who pays for any damage to the venue.
Cancellation and postponement
Ask for a cancellation clause in stages: what is refunded if you cancel two months out, two weeks out, or after production has started. Treat cancellation and postponement separately, and ask about force majeure and, for outdoor events, weather. Then check these terms against your event contingency plan so the two agree.
Field tip: ask for the proposed project manager to join the second meeting, and put a practical question to them about your venue: where is the loading bay, and when is access allowed? How they answer tells you a lot about their real experience.
Red flags
- A price well below the others with no clear explanation of what was left out.
- Reluctance to name or introduce the project manager before signing.
- Plenty of renders and no photos of finished work.
- A single lump-sum quote with no breakdown.
- Promises that permits are “guaranteed” or “a formality”. Approvals depend on the venue and the local authority in each emirate, and nobody can guarantee them. Our guide to event permits and approvals in the UAE explains more.
- A contract with no clauses on changes, cancellation or insurance.
- Pressure to sign today in exchange for a discount.
- Slow, vague replies during the pitch, which rarely improve after signing.
Comparing quotes like for like
Two quotes at the same price can describe very different things. Before comparing, ask every agency to fill in the same line-item template, then add an estimated cost to the cheaper quote for everything it leaves out. These are the lines we check in every comparison:
| Line | What to check | What raises the price later if missing |
|---|---|---|
| Build and materials | Flooring type, wall thickness, finishes, print | Cheaper materials on site, or rework |
| AV and screens | Number and size of screens, technicians, rehearsal | Technicians or kit added in the final week |
| Staff | Headcount, hours and working days | Unbudgeted overtime |
| Venue charges | Power, rigging, cleaning, internet | Venue invoices arriving after the event |
| Transport and storage | Freight, forklifts, storage before and after | Unexpected waiting and storage charges |
| Design and revisions | Number of revision rounds included | Every change after the included rounds |
| Permits and insurance | Who submits applications and who pays the fees | Fees passed on to you later |
| VAT | Whether prices exclude or include VAT | 5% added to the total |
Read the exclusions at the end of each quote too, because that is usually where later invoice items are hiding. After this exercise the order of the quotes often changes. To compare them with your internal figures, use the same categories as in our event budget guide.
Quick checklist before you sign
- Send the same brief to three agencies only.
- Ask for photos of finished work next to the original renders.
- Get the project manager’s name and their workload in your week.
- Find out what the agency owns, what it subcontracts and who is responsible.
- Review the change process, payment schedule and cancellation clause.
- Ask for insurance certificates and check that the venue accepts them.
- Compare quotes on one line-item template.
- Call at least two previous clients.
If you would like us on your shortlist, send us your event brief and we will reply with a fully itemised proposal.
