Extra project capacity for event agencies
Your agency has taken on a professional event and needs extra capacity, with the client relationship staying yours.
The short answer
Event agency subcontracting places our team alongside your agency on a corporate or professional event. We plan, manage and deliver the scope you assign, and coordinate any subcontracted specialists it needs. We can work under your brand, within responsibilities agreed in writing.
Your agency keeps the client and the contract. We contact your client only when your agency asks us to. If you only need short-term people on your own team, a temporary event manager may fit better.
Who it is for
- Event agencies that have won a corporate or professional event and need more capacity.
- Agencies without in-house capacity for a conference or multi-day programme.
- Agencies covering a busy season or several overlapping events.
- Agencies that want project leadership on a specific workstream while their team focuses on the client.
- Agencies serving a client in Malaysia from another office or country.
Problems it solves
- Your team is stretched across events and one needs a dedicated lead.
- The work needs a skill your agency does not have in-house for this event.
- Hiring for a single project does not make sense.
- Planning, supplier handovers and reporting are slipping behind.
- You need the client to see one agency, not several parties.
What is included
- Planning, project management and delivery of the scope your agency assigns.
- Working under your brand, using your templates, signatures and reporting format where agreed.
- Coordination of subcontracted specialists for production, audio-visual, staging, registration and logistics, as the scope needs.
- A decision log, action list and progress reports to your agency contact.
- On-site management on the event day, as agreed in the scope.
- Confidentiality arrangements in place before we see client files.
- Handover documents and open items at the close.
What stays with your agency
- The client relationship and contract stay with your agency.
- Contact with your client happens only when your agency asks for it.
- Legal, safety and licensing sign-offs stay with the qualified parties.
- Work outside the written scope is added once it is changed in writing.
Who is responsible for what
| Area | Agency | Our team | Subcontracted specialists |
|---|---|---|---|
| Client relationship and contract | Owns | Supports on request | Not applicable |
| Planning and project management of the assigned scope | Sets the scope and approves | Plans and manages | Not applicable |
| Supplier coordination | Approves suppliers and contracts | Briefs and coordinates handovers | Deliver their specialist work |
| Reporting | Receives and relays to the client | Reports in your format | Not applicable |
| Event day | Leads the client contact | Manages delivery as agreed | Operate their own areas |
How an engagement works
- Share the event, the client context you can disclose and the scope you want to assign.
- Agree confidentiality, brand rules, authority limits and reporting in writing.
- We take over the assigned scope from a defined start date.
- We run the plan and report to your agency contact as agreed.
- We hand over the documents and open items at the close.
What happens after you enquire
We read your brief and reply with questions or a suggested scope. If it is a fit, we agree the scope and confidentiality terms in writing and send a quotation before any work begins.
For short-term individual cover on your own team, see temporary event manager. For a standard client engagement, see full-service event management.
What shapes the fee
A quotation is prepared from your brief once the scope is clear. It states the scope, the factors behind the fee and what would change it. See fees and quotations. The factors are:
- Scope assigned: planning only, a workstream or a full event.
- Length of the engagement and the number of months to the event.
- Number of suppliers and workstreams to coordinate.
- Amount of on-site management agreed in the scope.
- Reporting needs and brand requirements.
- Supplier costs, which are charged under their own quotations and sit outside our management fee.
Where we work
Planning and project management can be delivered remotely anywhere in Malaysia. On-site support and travel can be arranged anywhere in Malaysia when needed, subject to availability, project requirements, the agreed scope and costs.
We work most often in Kuala Lumpur, Selangor and Seremban. Travel and accommodation are charged when they are part of the agreed scope. See areas and on-site arrangements.
Use this yourself
Scoping checklist: bringing a subcontracted event manager onto a client event
Use this to set boundaries before anyone joins your client event.
- Which tasks and decisions the subcontractor owns.
- Who speaks to the client, and in which situations the subcontractor may.
- Brand rules: name, templates, signatures and reporting format.
- Confidentiality arrangements before access to client files.
- Systems and documents the subcontractor can access.
- Which suppliers are coordinated, and who holds each contract.
- Overlap check: any task owned by both the agency and the subcontractor.
- Who at the agency to go to when an issue cannot be solved on the spot.
- What is handed over at the close.
Handle it in-house, or bring in help?
Your team can usually handle this when
- Your team has the capacity and the skill for this event.
- The work is small enough to share across existing staff.
- You can hire or borrow someone you already know.
Outside planning help earns its fee when
- Your team is stretched across overlapping events.
- The event needs a dedicated lead for planning and delivery.
- You want to take the work without hiring permanently.
Need extra capacity for a client event?
Send the event, the scope you want to assign and the brand and confidentiality rules. We will reply with a suggested scope and tell you if a different arrangement fits better.
Questions organisers ask
Do you work under our brand?
Yes, where you wish. Brand rules, templates and reporting formats are agreed in writing at the start.
Will you contact our client directly?
Only if your agency asks for it. The client relationship stays with you.
Can you also deliver the event on the day?
Yes. On-site management and the coordination of specialist subcontractors can be part of the scope.
How is this different from a temporary event manager?
A temporary event manager works inside your team under your direction. Subcontracting means we plan, manage and deliver an assigned scope, with responsibilities agreed in writing.
Related resources
Content record: Written by the EventConsultant team to our editorial rules. Sources are listed on pages that rely on them.