Corporate event planning can be a lot like playing hot potato — no one wants to get stuck with it. For companies without a dedicated event staff, the responsibility can be thrown at someone lacking event resources and knowledge, and that can be a recipe for disaster. Often times, companies don’t have employees well-versed in event planning, and, in the cases when they do, they may not always have the manpower or resources to focus on every detail.
That’s where outsourcing comes in. From vendor coordination to day-of logistics management, there are many benefits to outsourcing logistical event needs. Here are just a few reasons why outsourcing event planning services is valuable to many businesses:
When employees waiver from their intended roles to plan company events, they’re essentially trying to accomplish two jobs at once — and that means that neither is going to receive their full attention. Event coordination can take up significantly more time than necessary and cause undue stress to employees if they lack event planning experience. Relying on an outsourced event manager will take responsibility off the company and allow employees to get back to doing what they do best — driving your business.
Some companies may think that by planning events internally, they’re doing so at no management cost — but that’s simply not true. Event coordination can take away valuable time and resources from businesses that need their employees to be focusing on their intended jobs. Hidden fees and add-in costs can quickly bust budgets, especially when the coordinator doesn’t have the industry knowledge to avoid those prices. Outsourced event planners provide their pricing up-front, ensuring that your event runs smoothly and well within your budget.
Event planning is a complex process with a lot of moving pieces, so an employee without extensive event-planning knowledge may not even know where to begin. Outsourced event planners boast the experience and resources to know what questions to ask, what details to address, and what issues to consider. With overall industry knowledge, they can manage company preferences while simultaneously coordinating logistics and vendor partners in order to reach the best possible outcome.
When it comes down to it, events are expensive, time-consuming to plan, and difficult to execute without the proper training and experience. On top of that, when you pull one of your staff members away from their job — their area of expertise — to try and coordinate an event, it can come at a serious cost. Not only are they not able to devote their efforts to their actual job, but they’re also not able to solely focus on the event planning. In the end, outsourcing the event coordination with a trusted partner can help save your business time, money, and plenty of headaches.