Why You Should Consider Outsourcing Your Event Management

Anyone that has been involved in planning a corporate event will attest that it is no mean task

. Very few organizations hire a full time in house event manager on the rationale that the number of major corporate events per year can simply not justify hiring a full time manager. Subsequently, each event will be assigned to a team in house to run with the planning to its conclusion. This team must find a way of balancing their ordinary day to day responsibilities with their new, temporary yet important role as in house event organisers.

But this approach has a number of drawbacks. For instance, the in house team will find it difficult to achieve an optimal balance between their ordinary responsibilities and the event planning. Because of the pressure from the need to perform both responsibilities, none will get optimal attention and will lead to a poorly planned event. Remember that a disastrously planned event will dent the image of the organization. If the event's audience was a group of new or dithering business clients, significant future earnings may be lost.

The half hearted input has an impact on ordinary operations too since the in house event planner will give less than 100 per cent. Even if the organization's management ropes in someone else to stand in until the event ends, this may not necessarily solve the problem. The new person will have to understand their new role and their learning curve will cost the organization in productivity. In addition, if the stand in employee is pulled in from another role or department, the disruption to normal work will only have a domino effect moving from one department to another.

Outsourcing event management is increasingly becoming a viable option for organizations. Even though hiring an event management firm might seem like a major cost to the organization, the benefits can translate to a return many times over. When you outsource your event management, you can be certain that the event will receive 100% attention with no effect on your organization's day to day processes.

An event management firm is well versed in event planning. This is unlike an in house team that may very well be out of their depth when planning the event since it is not something they are trained on or regularly do. An event management firm has the required competence on event planning thanks to their training as well as experience organizing events in the past.

Events often involve many third parties such as the general public, the press, hiring seating and event premises, caterers etcetera. As a firm that does this on a full time bases, event planners already have a list of persons they can quickly get in touch with to deliver on or cater for a particular aspect of the event. There will be little need for lengthy negotiation since they will already have a business relationship. If any cost negotiation is deemed necessary, the event management firm can better negotiate on behalf of their client organization.

by: Juan Michael

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