What does event project management include?

Event project management includes venue sourcing, supplier management, budgeting, delegate management, AV production, entertainment, transportation, branding, and on-site event delivery.

Does Hippo Events manage virtual and hybrid events?

Yes, Hippo Events manages virtual and hybrid events including live streaming, sponsor rooms, attendee matchmaking, personalised agendas and live polling.

Does Hippo Events provide delegate management services?

Yes, delegate management services include website creation, email communications, badge printing, reporting and database management.

Where is Hippo Events based?

Hippo Events is based in Claygate, Surrey, United Kingdom.

What is Event Project Management?

For Corporate Events Buckinghamshire, we manage your event from start to finish, saving you from the endless emails, late nights and long hours that event planning often demands. You can count on us to handle as many or as few elements as you need, from developing the event design and concept through to seamless on-site delivery and thorough post-event evaluation.

What is included in your fees?

Our fees include the full organisation of your event. This includes venue and supplier sourcing and management, logistics, contract and payment handling, food and beverage management, budget management, on-site delivery, project planning and other agreed services.

What locations do you cover?

Our Event Management Buckinghamshire team operates globally. Whether you require a hotel in the Lake District, a conference venue in Berlin, or a location closer to home in High Wycombe, Aylesbury or Reading, we research and curate a tailored shortlist of venues that meet your requirements.

Our five guiding principles of Hard Working, Inspiring, Personable, Proactive and Open shape every event we deliver. Our upbeat attitude and high service standards mean we consistently create events we are genuinely proud of.

Can you plan and run my event for me?

Yes, absolutely. We act as an extension of your existing team and can take responsibility for as much or as little of the event process as required, ensuring the smooth delivery of your event objectives.

How can I get in touch with you?

You can call us on 01372 460100 or email enquiries@hippoevents.co.uk. Our office is based in Surrey and further contact information is available on our contact page.

Event Project Management Agency | End to End Events Planning

We specialise in assisting you with the creation, management and delivery of your events.

Our approach to your event management is proactive, not reactive. With one of our experienced event planners as your single point of contact we can manage all elements of your event, working as an extension of your team with our specialist Event Planners.

Our aim is to take the pressure off you, leaving you with more time and less stress, whilst we manage your event.
We pride ourselves on our client first mentality and attention to detail.

Our Event Project Management includes:

Single point of contact

We provide one dedicated event manager to coordinate every aspect of your event, ensuring seamless communication and clarity. This means you always have a knowledgeable partner handling your needs, reducing confusion and saving time.

Project plan creation

We develop a detailed roadmap that outlines all tasks, deadlines, and responsibilities from start to finish. By clearly mapping each step, our event managers keep your event management on track and ensure nothing is overlooked.

Budget management

We manage your budget meticulously, tracking every cost and ensuring maximum value for your investment. This allows you to achieve your goals without financial surprises or overspending.

Venue & supplier sourcing, liaison & management

We identify the perfect venues and trusted suppliers to match your event vision. From initial contact to final coordination, we handle negotiations, logistics and the initimate details to guarantee smooth delivery.

Contract handling & negotiation

We review and negotiate contracts to protect your interests and secure favorable terms. Our proactive approach ensures compliance, clarity, and confidence in every agreement.

Event production, entertainment & décor, signage & branding

We coordinate all technical, creative, and branding elements to enhance your event experience. From event production setup to stage design and signage, we ensure your brand shines and attendees are engaged.

Bill handling

We manage all invoices and payments, so you have one point of payment throughout. Post-event we reconcile costs to make financial reporting straightforward. This removes administrative stress and ensures accuracy in every transaction.

Contingency & risk assessment

We identify potential risks and develop backup plans for every scenario. This proactive planning minimises disruptions and keeps your event running smoothly, no matter what. Our experience and management tools ensure your event will run smoothly.

On-site delivery

We are then on-site to oversee every detail on the day, managing staff, logistics, and timing so you can focus on your guests. Our team ensures that your event unfolds exactly as planned, seamlessly and professionally.

Full event debrief

After your event, we provide a comprehensive review covering successes, lessons learned, and feedback. This insight allows us to continually improve and helps you plan even more successful events in the future.

Event Project Management
Services

Audio Visual

Immersive sound and visuals >

Audio Visual

Stage & set design and build

Sound

Lighting

Video

Voting keypads

Content management

Floor plans

Visuals

Entertainment & Décor

Engaging shows and experiences >

Entertainment & Décor

Motivational speakers

Theming

Roving entertainment

DJ & bands

Furniture hire

Team bonding

Photography

Transportation

Innovative travel solutions >

Transportation

Coach transfers

Airport transfers

Flights

Luxury travel

Chauffeur travel

Meet and greet

Design & Print

Creative graphics and layouts >

Design & Print

Branding design

Printing

Signage

Collateral

Welcome packs and agendas

Banners

Lanyards

Table plans

Menus

App Development

Smart mobile solutions >

App Development

App creation

Design & build

Social media integration

Registration integration

Technology integration

Delegate Management

Organise attendees efficiently >

Delegate Management

Website design and build

E-mail communications

Instant reporting

Database management

Badge design and print

On-site real-time badge printing

Post-event evaluation

Photography & Videography

Capturing moments that matter >

Photography & Videography

Photography

Event highlights video

Session capture

Live video relay

Vox Pops & Interviews

Pre-event filming

Technology

Cutting-edge tech solutions >

Technology

RFID

Live streaming

Webcasting

Live slides

Smart badges

Language translation

Bespoke internet lines

Virtual & Hybrid

Seamless digital experiences >

Virtual & Hybrid

Live and / or pre-recorded presentations

Sponsor rooms

Pre-set meetings

Live polling

Attendee matchmaking

Speaker and attendee profiles

Personalised agendas

Plus many other features…

To make sure we deliver every single time, we follow a process that is guaranteed to work for you:

1. Listen

1. Listen

We carefully listen to your brief to understand your vision, goals, and needs, shaping the experience for your attendees.

Listening is key to understanding your event objectives, which will shape everything your attendees will see, hear, learn, taste and feel.

Key Tasks: Identification of key objectives & messages | Kick-off call | Event requirements capture | Initial scope, timeline and budget parameters agreed | Success measures confirmed

2. Plan

2. Plan

We establish a framework and start building on the elements that underpin a successful delivery.

During this phase, we recommend suitable venues, define the approach, and map the journey from concept to delivery, setting clear timelines, budgets, and early risk considerations.

Key Tasks: Initial Venue Find | High-level project timeline and key milestones | Indicative budget and cost drivers outlined | Risks, dependencies and early recommendations flagged

3. Build

3. Build

We work closely alongside you, as an extension of your team, building out your event in line with your vision.

We organise all aspects of the event for you as your central point of contact. Our meticulous planning and proactive nature ensures every detail is organised.

4. Deliver

4. Deliver

Our team is on-site to deliver the event flawlessly, giving you peace of mind knowing the event is running to plan.

We manage the logistics, suppliers, venue, and real-time challenges to create an engaging, memorable experience for all attendees.

Key Tasks: On-site delivery | Rehearsals / tech checks and speaker briefing | Real-time issue handling and contingency management | Attendee experience management (arrival, registration, comms)

5. Close

5. Close

After the event, we reconcile your budget and conduct an internal debrief and provide all post-event reports.

We analyse key performance metrics, assess successes and areas for improvement to refine future events. This data can also be used to form the structure for future or repat events.

Key Tasks: Reconciliation and invoice validation | Final budget sign-off (forecast vs actual) | Post-event report and KPI tracking | Feedback capture | Internal debrief

6. Review

6. Review

To round everything off we conduct a debrief with you and review the event.

During this meeting we identify areas of improvement for the event and create recommendations for referral back to in the future.

Key Tasks: Client debrief and review session | Identification of learning and improvements | Supplier performance review | Recommendations for future event optimisation

Case
studies

Investment ConferenceHippo Admin2026-04-20T11:33:56+01:00

Investment Conference

Role Model Gala DinnerHippo Admin2026-04-20T11:34:40+01:00

Role Model Gala Dinner

15 Year Company CelebrationHippo Admin2026-04-20T11:38:03+01:00

15 Year Company Celebration

This is a small selection of our Event Project Management case studies; for more, as well as our Global Venue Finding case studies, please visit the Our Work section.

View all

Visit our
Event Planning Hub

Planning an event can feel overwhelming, but we’re here to help.

Our helpful Tools Hub is packed with resources to guide you every step of the way. From expert advice to ready-to-use templates and essential event management information, everything you need is just a click away.