OUR SERVICES

Hay Events, Your Leading Event Agency in London.

At Hay Events, we are heavily invested in turning our client's event visions into reality by understanding our client's main purpose, goals and desired needs of a dedicated Event Planner. Planning an event can be stressful so we want to ensure our tailored services leave you feeling stress-free knowing all elements of the planning and execution have been taken care of.

LIVE, HYBRID & VIRTUAL

Full Event Management

Full event management service is highly favoured as it encompasses all aspects of the event planning process. It is ideal if you are busy and searching for peace of mind in the form of having a stress-free event planning process. From beginning to end, your dedicated event planner will work with you on your event strategy all the way through to being there on the day of the event ensuring every detail of the event runs seamlessly.

This customised service includes but is not limited to:

Unlimited telephone, private messenger chat and email support with online and/or face-to-face meetings.
An in-depth 2-hour event strategy session to understand the event's main purpose, goals, event outcomes, and ROI, as well as, create an event budgeting and event marketing plan
Venue sourcing and contract negotiation
Sourcing and management of suppliers in line with your budget, using a combination of Hay Events network, knowledge and experience
Event Logistics (e.g creation of floor plans, schedules, timelines, deadlines)
Attendee & Registration Management
Sponsorship and Speaker Management
On-the-day event management which includes your dedicated event planner overseeing the setup and packdown of the venue as well as liaising with and managing all of the suppliers
Post-event feedback/ evaluation

Bespoke Quote
Note: Hay Events' approach is bespoke and so we create a special quote in line with your needs and budget. Partial planning is possible upon request

On the Day Event Management

On the Day Event Management (sometimes referred to Event Day Coordination) is perfect for you if you are confident that you have the event planning covered. You will also have a clear plan and simply hand it over your dedicated event planner before the event, in order for your dedicated event planner to resolve any last-minute arrangements.

This service includes but is not limited to:

A consultation and site visit with your dedicated event planner to go over the details of the event.
Creation of a programmed schedule / timeline with a discreet presence on the day itself to ensure the smooth running of events.
Management of your suppliers on the day (i.e. caterer, photographer, videographer, etc).
Overseeing event setup and packdown
Management and support on the day.

Bespoke Quote
Note: If you need assistance with executing your event, your dedicated eent planner can be available 8-10 weeks prior to your event. Your dedicated event planner can support with remaining event logistics and liaison with venue & suppliers on your behalf.

Virtual Event Management

A high demand for virtual events increased in 2020 with reports showing 75% of businesses will continue to use a virtual element within their events. Hay Events have successful coordinated the live production of over 100 virtual events including a global conference and political round table discussions.

We are committed providing both innovative and creative solutions to ensure your virtual events are engaging, impactful and memorable.

Event Strategy
Event Budgeting Management
Programme Content Planning
Marketing and Engagement Strategy
Digital and Technical Sourcing and Support
Event Production
Day of Event Coordination
Event Evaluation

Bespoke Quote

Hybrid Event Management

Combining In Person event element with digital Hybrid events offer increased engagement, interactivity and global reach. At Hay Events your dedicated event planner will work closely with you to create that ultimate event experience for both your in-person and virtual event attendees.

Contact us to discuss in further detail your hybrid event.

HOW TO BOOK

STEP ONE

Please get in touch using our contact form or send an email to info@hayevents.co.uk Feel free to share as much detail as you want – there are some things I need to know, such as your potential date) in order for me to check our availability. Do not worry if you haven’t set a date or found a venue yet, we can help with that.

Consultation

Let’s talk! We will arrange a video call to have a complimentary consultation. During this chat we will get to understand your events vision and purpose as well asd find out how we can be of service in bringing your event idea into reality. Based on our conversation, we will provide you with a bespoke proposal within a few days.

STEP TWO

STEP THREE

Let the planning begin!

Once you are happy to go ahead with your bespoke proposal, sign a contract and we have received your deposit, the real fun can begin. Allow us to take the event planning off your hand whilst you sit back and relax feeling stress-free knowing your event is in safe, expertise hands.

ENQUIRE TODAY

Hay Events, Your Leading Event Agency in London.

Unlimited telephone, private messenger chat and email support with online and/or face-to-face meetings.

An in-depth 2-hour event strategy session to understand the event's main purpose, goals, event outcomes, and ROI, as well as, create an event budgeting and event marketing plan

Venue sourcing and contract negotiation

Sourcing and management of suppliers in line with your budget, using a combination of Hay Events network, knowledge and experience

Event Logistics (e.g creation of floor plans, schedules, timelines, deadlines)

Attendee & Registration Management

Sponsorship and Speaker Management

On-the-day event management which includes your dedicated event planner overseeing the setup and packdown of the venue as well as liaising with and managing all of the suppliers

Post-event feedback/ evaluation

Bespoke Quote Note: Hay Events' approach is bespoke and so we create a special quote in line with your needs and budget. Partial planning is possible upon request

A consultation and site visit with your dedicated event planner to go over the details of the event.

Creation of a programmed schedule / timeline with a discreet presence on the day itself to ensure the smooth running of events.

Management of your suppliers on the day (i.e. caterer, photographer, videographer, etc).

Overseeing event setup and packdown

Management and support on the day.

Bespoke Quote Note: If you need assistance with executing your event, your dedicated eent planner can be available 8-10 weeks prior to your event. Your dedicated event planner can support with remaining event logistics and liaison with venue & suppliers on your behalf.

Event Strategy

Event Budgeting Management

Programme Content Planning

Marketing and Engagement Strategy

Digital and Technical Sourcing and Support

Event Production

Day of Event Coordination

Event Evaluation

Bespoke Quote

Bespoke Quote
Note: Hay Events' approach is bespoke and so we create a special quote in line with your needs and budget. Partial planning is possible upon request

Bespoke Quote
Note: If you need assistance with executing your event, your dedicated eent planner can be available 8-10 weeks prior to your event. Your dedicated event planner can support with remaining event logistics and liaison with venue & suppliers on your behalf.