5 Reasons Why You Should Hire an Event Management Company and Never Do It All Yourself
Check yourself before you wreck yourself.
We’ve all done some sort of event planning in our personal lives or maybe even coordinated a meeting or two at the office. These tasks and projects usually fall on someone who’s main job has nothing to do with event planning. We’re looking at you, Marketing department. And sure, while marketing and events do go hand-in-hand, it doesn’t necessarily mean your marketing gurus are ready to take on the challenge of a large-scale company event or conference. We definitely advise leaving that up to the pros, the event pros that is. Here are 5 reasons why you should hire an event management company to execute your next event or party.
1. Leave the Logistics to Us
You know how they say that event planning is one of the most stressful careers out there? That’s because it is. Call us crazy for doing it, sometimes we certainly feel that way. Whether it’s coordinating the logistics behind decor setup or programming the. schedule for entertainment during the event, something always comes up. You can plan ‘til your heart’s content and things will still go wrong. That’s not a prediction, that’s a fact. Not to mention how overwhelming it can be for someone who doesn’t know how to think on their toes or who hasn’t thought through every scenario and come up with a backup plan.
Oftentimes during setup, you’re dealing with multiple deliveries, build projects, phone calls, and a million questions all at once. Stressful stuff. So what’s an employee to do? Leave it to us! Countless years of trial and error, and overall experience in handling these exact tasks makes an event management company most qualified to ensure your event goes as smoothly as possible.
2. We’re Really, Really Great Communicators
So you’ve dreamt up an amazing concept and you need someone to bring it to life. You’ve come to the right place! Step one is for your event coordinator to understand your concept and present creative ideas of their own to blow your attendees away. Once they’ve got the ideas locked down it’s time to put those plans in motion by sourcing items and contacting vendors. This is where communication is key.
Dealing with vendors while simultaneously communicating with the venue to make sure elements will execute correctly is a job all on it’s own. It is crucial for your event planner to not only be extremely communicative with you and your team, but to also explain concepts and ideas in full detail to any vendors that will be working to execute those tasks or projects. From understanding how a custom prop will be built to making sure your photographer will be properly dressed the day of your event, it’s all in the details.
3. We’ve Got the Hook Up
One of the best incentives in working with an event management company is access to some of the best rates within the industry. Your planner will have a virtual rolodex of contacts that will not only execute on your most bizarre requests (trust us, we’ve seen and heard it all) but will also have access to special rates for regularly working with these contacts. Rates that you would not be able to secure had you approached the company on your own. When sticking to a strict company budget this will definitely come in handy.
4. Spend on This, Not That!
It’s easy to dream up ideas that may sound great in theory but don’t translate the same way when executed during an event. In this situation, your event coordinator should act as your guide. It’s their job to let you know which activations are worth spending on and which activations to skip. You want to make sure that your greatest event investments will go a long way and will make the biggest impact possible on your attendees. This could be an impressive decor activation or could be an activation geared towards collecting valuable data from your attendees to continue to connect with them post event. Trust us on this one.
5. Money Honey
The last and final reason why you should hire an event management company? Budget, Budget, Budget. During the event planning process a lot of ideas will change and other items may come up that require more money invested into certain components. However, it’s the event planners job to make sure that all elements are staying within your estimated budget or to get your approval to add funds to the overall budget. Many things that clients don’t take into account when budgeting out quotes and costs from vendors are delivery fees and added service charges from venues. Vendors charge a hefty fee to deliver large rentals and sometimes charge setup fees on top of that while many venues will add on service fees after your event is over. All of these smaller additions begin to add up and before you know it, you are well over your initial budget. Whoops! Take the numbers game stress out of your hands and leave it to your planner to make sure everything is in the green.
Ready to start planning your event? Check out our event projects below and drop us a line at firstname.lastname@example.org.