After the design is complete, is there a need for an event management company?

Once you have signed a contract with Sinh Vũ to design POSM (point-of-sale and event materials) and set up the space, the next question naturally arises: do you need to hire an event management company as well? The answer is not a fixed "yes" or "no" but depends on the nature of your event.

Three roles do not replace each other

This industry divides work into three clear groups. Understanding these three groups correctly helps you assign roles from the start and avoid incorrect expectations.

• Creative and design: brand intent, sketches, art direction. Sinh Vũ handles this part.
• Production and staging: printing, construction, and assembling objects according to design files on-site. Sinh Vũ coordinates contractors for this part.
• Event management: Managing the program timeline, coordinating the MC and talent, managing guests, handling sound and lighting, security, and catering. This is a part that Sinh Vũ does not handle.

A unit skilled in one role does not automatically excel in another. Expecting Sinh Vũ to also take on a third role puts both parts at risk.

When no additional organizing company is needed

There are cases where you can work solely with Sinh Vũ without needing an additional organizing unit, specifically when:

• The main event is a static display space, without a stage program.
• The number of operational tasks is low, and your internal team is capable of handling the event day.
• No talent, program, or need to manage complex guests.

In this situation, Sinh Vũ coordinates with the printing workshop and the contractor to supervise the construction according to the visual intent. You only need one internal contact to host clients and handle minor issues.

When is it still necessary to have an organizing company?

When an event has a live program, the equation changes completely. You need a separate organizing unit when any of the following factors are present:

• There is an MC to lead the program or a stage timeline that needs someone to manage.
• There are performances, talents, or speakers that need coordination.
• A large number of guests requires organization for reception, security, and catering.
• There are many contractors working on the same day and need a common coordination point.

Common errors

Sinh Vũ encounters two recurring mistakes in projects involving events:

• Cut the organizing company to save costs: On the event day, no one holds the timeline. The business owner becomes an unwitting coordinator, both hosting guests and calling each contractor. Both design and operations fall short of the plan.
• Expecting a design unit to also handle operations: This is an expectation of incorrect roles. The result is that neither side can perform their part well due to unclear boundaries of responsibility.

Sinh Vũ's viewpoint

Sinh Vũ collaborates alongside organizing units in many projects. Both parties maintain their roles without overlapping. Sinh Vũ is responsible for ensuring the event reflects a specific brand, rather than a generic event with a logo attached. As for who holds the microphone, who controls the lights, and who arranges guests at tables, that is not within Sinh Vũ's scope and is not guaranteed.

When three or more work groups must coordinate simultaneously, a clear coordinating point is needed; otherwise, the project owner may inadvertently become a reluctant project manager.

Industry practice in general contractor and specialized contractor roles

If you are uncertain which category your event belongs to, the simplest way is to list all the tasks that require someone to be responsible on the day of the event. Any task without a designated person is a gap that needs to be filled first.