Event agencies: how we work inside your project
This article isn't for companies organising their own event. It's for the agencies organising events for them.
You work with dozens of suppliers. You already know a good one isn't judged by what the quote promises, but by how many times they call you during the evening. Here's how we work, so you can judge that beforehand.
Your client stays your client
The first point, and it comes first because it's the one agencies rightly worry about most.
We never contact your client directly. Not before, during or after the event.
We don't hand out business cards and we don't prospect on site.
We don't follow up with your client the next year.
We never publish photos from your events without your agreement, and we never name your clients. That's our rule for every client anyway: in Luxembourg, a published reference list is a prospect list for competitors.
If your client asks for our number, we send them back to you.
What we need in the brief
A complete brief saves you answering the same question three times. Here's what actually matters:
Date, times and the setup window. When we can get in, when guests arrive, when we must be out.
The venue and its floor plan. Not photos — the plan. We need about three metres by three and one standard socket.
Headcount and type of evening. A seated dinner and a standing reception run differently.
The running order. Speeches, award presentations, moments when the booth should pause.
Brand assets. Logo, colours, typeface, campaign visual. Ideally two to three weeks ahead, so we can test the layout and show you.
One contact on site. A single person, yours or the client's, as you prefer.
What mustn't happen. A director who hates props, an off-limits area, a moment when nobody should be photographed. Tell us beforehand.
On site
We arrive in the setup window, and we leave in the pack-down window. No setup spilling into guest arrival.
We coordinate with the other suppliers. Caterer, DJ, lighting: we can share a socket and a corridor without you having to referee.
We don't need your team. Extension leads, power strips, a table, guest management: all ours. One person from our side is there from start to finish and fixes any technical issue themselves — without coming to find you.
Layouts and screens carry your client's brand, not ours. If you need our name kept discreet on the booth itself, let's talk about it.
What we never do without asking
Change the approved layout. Post an image on social media. Use a photo from the event in our portfolio. Add a guest to a mailing list. Move to a different spot in the room.
If something has to change on the night, you hear it from us first.
The paperwork
On request and before the event, we send: professional liability insurance certificate, business authorisation, VAT number, and a data processing agreement for the GDPR side.
We invoice the agency directly. We don't charge VAT: we fall under the small-business franchise scheme.
When we're not the right choice
We sometimes tell an agency we're not the right supplier for a project — a room that's too small, a format that doesn't suit it, a budget where another solution makes more sense.
We lose those requests. We'd rather that than an evening that puts you in a difficult position with your client.
Are you an agency looking for a reliable photobooth supplier for your clients? Let's talk about your next project — or simply about how you like to work.
