How to Select an Event Agency in Korea: RFP and Evaluation Guide
The best predictor of a successful event is whether the agency has actually run something like yours, at your size. Not a polished proposal and not the lowest price — verifiable, comparable experience. This guide covers what to put in a request for proposal (RFP), how to compare responses, and what to watch out for.
1. Know what you are buying
Agencies specialize differently. Decide what you need first:
- Full planning and production — concept, venue, staging, run-of-show, on-site operation
- Venue sourcing — a shortlist and negotiation, with you running the event
- PCO — registration, abstracts, sponsors and secretariat for congresses
- DMC — transport, accommodation and tours for visiting delegations
2. What belongs in the RFP
A good RFP produces comparable proposals. Include:
- Objective — what must change for the event to count as a success
- Audience and scale — attendee types, headcount, share of international guests
- Dates — preferred dates and flexibility
- Budget range — hiding it produces proposals you cannot compare
- Format — seated or standing, session structure, exhibition, hybrid
- Language — interpretation and bilingual delivery
- Requirements — venue conditions, security, accessibility
- Evaluation method and timeline
- Required documents — comparable references, named team, itemized quote
3. Eight questions for comparing proposals
- Have you run this format at this size? Ask for two comparable cases with photos and outcomes — and clarify what the agency itself did versus supported.
- Who will actually work on my project? Ask for the named project manager and their relevant experience.
- Is the quotation itemized? Venue, food and beverage, production, staffing, fabrication and contingency should be separate. Ask what is excluded.
- What do you do when something goes wrong? Speakers cancel, screens fail. Specific stories come quickly from experienced teams.
- Who runs the room on the day? Above roughly 300 guests you need a show caller.
- What buying power do you have? Venue and production rates depend on relationships.
- What is done in-house and what is subcontracted?
- What does post-event reporting include?
4. Scoring the proposals
Fix the criteria and weights before you read the responses: relevant experience and team, fit and feasibility of the plan, reasonableness and transparency of the quote, risk planning, and company stability. For public-sector tenders, the issuing body's own evaluation rules take precedence — read the tender notice first.
5. Warning signs
- Lists projects but cannot explain the agency's own role
- Will not name the project manager
- Repeats "we'll handle everything" without detail
- A quote that is a single number
- Slow, vague communication during the pitch — it will be the same during the event
- Offers to cut price aggressively to fit your budget, which often returns as extra fees
Frequently asked questions
How are event agencies paid?
Typically a project fee or a percentage of total spend. Look at whether the quote is itemized and whether the agency's negotiating power offsets its fee, not only at the fee.
Do I need an RFP?
For small events a meeting may suffice. For larger budgets or multiple bidders, an RFP enables fair comparison. At minimum, put objective, headcount, budget range and dates in writing.
When should I involve an agency?
Once objectives and a budget range exist — ideally 12 or more weeks before the event and before the venue decision.
How do I check an agency can deliver in English?
Ask for comparable events with international guests or speakers, interpretation and bilingual delivery experience, and English materials.
Chris & Partners is an event agency with 15+ years of experience, 250+ events delivered for 150+ clients across 12+ countries and 4 continents. See our work · Get in touch