I - The position
Boutique. By design.
200 details. One flawless event.
A Vienna-based MICE agency running corporate meetings, incentives and conferences across Europe for groups up to one thousand. Every project manager here takes five events a year, our ceiling to ensure the highest quality.
Studio
Vienna, Austria
Reach
All of Europe
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why we do this
II
Why we do this
An event is never just a gathering of people.
I
t is a rare and expensive window. A few hours or days in which you can build a memory that outlasts the quarter, turn colleagues who email each other into colleagues who trust each other, and move a room of a thousand people in the same direction on the same afternoon.
That is what we are actually asked to deliver. The venue, the catering, the run-of-show, the contracts, those are framework. They have to be flawless precisely so your guests focus on the message and the experience.
Which is why we take on so few events. Everything we do ahead exists to protect the goal your event was for.
Thomas lours
Founder & Managing Director
EventDesignAgency started after ten years in this industry, loving the work and watching it get done badly, with programmes copy pasted from the last client and event managers running ten events at once. Until I decided I would rather run a handful of events flawlessly than a hundred at volume.
III - The guarantee
Others manage events. We engineer them.
Each project manager here handles no more than five events a year, not because we can’t scale, but because we’ve chosen not to. That constraint is the entire product. It is what lets one person hold every detail of your event in their head, and be on the phone with you within the hour for eleven months.
Planning, production and coordination are in-house. We hold the relationships with venues, suppliers and convention bureaus ourselves, which is what gives you both the quality control and the access while letting you focus on your other tasks.
And every event runs on the same instrument.
The deliverable
A 200-point roadmap.
Every event we accept is built on a structured roadmap of more than two hundred checkpoints, covering every decision, dependency and handover from first brief to final debrief. You see the roadmap in real time and see the result of it. Nothing falls through the cracks, and nothing surprises you.
Brief
Concept
Build
Deliver
Debrief
IV — The commitments
Four commitments, in writing.
Each line is a clause we honour on every brief we accept.
i.
SOURCING grants
We work directly with local convention bureaus to surface every grant and subsidy your event qualifies for. Each euro you spend buys more.
1
ii.
DIRECT supplier RELATIONSHIPS
In-house planning, and direct lines to venues, bureaus and production partners across Europe.
2
iii.
FRESH destinations
We scout continuously, so a returning incentive isn’t a returning experience.
3
iv.
METICULOUS deliverables
Run-of-show and budget versus actuals, in one place and always current.
4
vi.
Meticulous deliverables
Run-of-show, budget versus actuals, and an EventDesign Canvas mapping the mindset your people arrive with against the one they leave with. In one place, always current.
V
The Vienna advantage
Vienna sits at the centre.
A studio in the geographic middle of Europe, with direct lines into the people who actually open doors in every destination we work.
One region. One studio.
VI.
How we work together
Seven phases. Two of them on the ground.
A linear, predictable rhythm with one project manager on the line for all of it. Twice, we go and stand in the room before you do.
i.
Brief
Destination shortlist, venue logic, creative direction, indicative budget.
Week 0
ii.
Concept
Thirty-minute discovery. Objectives, audience, budget envelope, non-negotiables.
Weeks 1–3
iii.
Site inspection
We go to the destination and verify it in person: venue, suppliers, logistics, the walk between rooms. Before you sign anything. Chargeable, and credited back in full when you do.
Before signature
iv.
Engineer
Roadmap opened, suppliers contracted, risks owned.
Months 1–4
v.
On-site final walkthrough
A second visit, roughly a month out, to confirm nothing has moved. At our cost. It is for our own peace of mind as much as yours.
T–30 days
vi.
Execute
Your PM on the ground, start to finish.
Event week
vii.
Debrief
Full report inside ten working days.
+10 days
VII — Start a brief
Send us the brief. You will have a reply within a day.
Every brief is answered inside twenty-four hours. If we take yours, you meet your project manager in week one and they stay yours through the whole organisation.