Why Hire a Corporate Event Planner?
Many people believe they have what it takes to pull off a successful event. However, many people do not have what it takes to deliver a memorable event. A corporate Event Planner can guarantee that your event is not only memorable but full of flair. Here are some of the benefits accrued from hiring a professional event planner.
You Can Cut Cost
Many people believe that event planners are expensive. Therefore, they opt to do the planning on their own thinking that they will save. Choosing a corporate Event Planner, however, helps you reduce cost since they can help you negotiate better charges for venues and public address systems. Many corporate event planner s have healthy relationships with suppliers, they are offered with discounts that you would otherwise not get. They can even offer you valuable advice on where to cut cost.
Guarantees Timely Planning
Planning an event by yourself can be a challenging task especially if you are in full-time employment. Sometimes personal commitments may arise and might destruct you from planning a successful event. An event planner would otherwise plan an event that is on time. A dedicated corporate planner will go all the way to ensure that your event meets all the set deadlines, is full of flair and is within your budget.
EVENT PLANNERS KEEP YOUR BUDGET IN CHECK
Did you know an experienced event planner can SAVE you money? That’s because sticking to a budget is what an event professional does best. They know what costs to expect, which corners can be cut, and how to prioritize the decisions that bring the greatest impact.
The result is less waste, lower overall costs, and elements that all tie in seamlessly with your final event goals.
EVENT PLANNERS HELP TO MAKE SURE YOUR THEME IS SPOT ON
If you’re throwing a corporate event, picking a theme can be tricky. Now, we’re not talking the annual Christmas party, but product launches, key client gatherings, the annual gathering, a companywide conference, trade exhibition, or even a charity gala event… Essentially, any corporate event with a strategic purpose and measurable goals that need to be met.
This is where a creative event production company can really shine. These professionals can not only help with a certain theme to meet your goals but create the out-of-this-world elements that ensure your event encourages rapport and a memorable connection with your brand.
Event Planners Help to Unload Life Stress
Planning an event is comprised of four main stress points: budget, location, guest list, and catering. Over and above this, there are a million smaller things to coordinate in a designated time-frame.
If you already have too much on your plate, allow an event planner to offload some of this stress by managing it all for you. They have the time, expertise, and experience to focus on the details and make your event extra special.
You Need to Meet Strict Business Objectives
If you’re planning a business event, this is where the stress becomes real! You most likely have stringent business objectives to achieve and your job could even be on-the-line.
If you have a product launch, annual, special client event or company conference, an event planner is your go-to for a blow out success.
Working with an event planner can not only save you time out of your work day but also save your company money while meeting corporate objectives.
An event planner is skilled in ensuring your event is on-brand and can assist with clever marketing to ensure your event attracts the right audience.
Signs You Need A Corporate Event Planner
Before you plan your next event, make sure you have the proper negotiation skills and adequately trained resources in place to get the job done right. If you don’t have those skills and resources internally, it makes sense to hire a corporate event planner.
When to Hire a Corporate Event Planner: 10 Ways to Know
Wondering if you should hire a corporate event planner? Here are some top signs that it’s time to call in some help.
1. You don’t have the time upfront or resources internally.
Really, who does? You’ve got a job to do and planning an event is not part of that.
Events can take weeks or even months of lead-time planning. If you or someone at your organization doesn’t have time to handle all of the details, it makes sense to hire help.
2. You need to deliver an amazing experience and can’t risk failure.
If you don’t have event planning experience, you are not fully aware of how much must be accomplished in advance of your event date. It can be overwhelming!
Delivering a flawless event is always priority number one, so it makes sense to hire a partner that operates with the same level of excellence and professionalism -owning each and every detail to ensure a top-notch experience for your corporate and healthcare professional attendees.
3. You have never been to the locations being discussed.
Google can only tell you so much. On the ground knowledge of your event location will help guarantee the success of your event.
Without that, how can you be sure the hotel accommodations, meeting venues and entertainment options live up to the pictures online? Additionally many companies have guidelines in place that dictate hospitality depending upon the countries involved in the meeting.
Event planning specialists have a wealth of global knowledge at their disposal, and are focused on equipping you with unique, uncommon facts and proven, direct experience and opinions, so that you feel confident in making an informed decision about your final event location!
4. You are unfamiliar with legal and logistical requirements.
Traveling overseas can be tricky – especially when you are responsible for the safe arrival of your employees, clients, speakers and vendors.
You cannot afford to ignore the logistical challenges for group travel – including obtaining visas, having accurate participant documentation, reserving airlines, providing alternate transportation and finalizing lodging confirmation materials, etc. Having back-up plans in place will ensure your attendees arrive to the meeting hassle-free.
Don’t let these hurdles get in the way of your meeting’s success. Make sure you have someone on your team that is qualified and designated to handle all of the important minute logistic details which can have a major impact. Otherwise hire an expert.
5. You lack industry-specific event planning experience.
We work with a lot of clients in the healthcare and pharmaceutical industries. The events we plan for these clients require intensive knowledge about regulations as it relates to compliance, confidentiality and security.
If you’re not aware of the hospitality guidelines or country codes of conduct requirements needed for your industry, it pays to get help from an expert who does.
Reasons You Should Hire an Event Planner for your Corporate or Private Events
When planning a corporate event, or large private function, reinforcing your brand and message should be a top priority. Everything about the event should help create an experience for your visitors. Your theme and content need to come together to support that experience and carry out your important message. Most companies do not have the expertise or band width to take on such an important challenge internally.
Hiring an Event Planner (EP) will free you up to manage the crucial decisions – like venue location, catering selection, and overall brand and message. Then you can leave the details to the Event Planner to execute on your behalf.Our team works with you to identify the best opportunities for high impact visuals to build a cohesive theme for every event.
NOT HAVING A DEDICATED COORDINATOR, OR HAVING THE WRONG ONE, CAN DERAIL YOUR EVENT QUICKLY. SO IF YOU ARE STILL ON THE FENCE, HERE ARE 5 REASONS WHY YOU SHOULD CONSIDER HIRING AND EVENT PLANNER:
EXPERIENCE
Most likely your daily responsibilities are enough to keep you busy and the mere idea of planning a big corporate event will become overwhelming. The multitude of tasks and finding reliable vendors can become exhausting. If you have been tasked with coordinating the company’s event or general session, then you have the most important role and your first task should be to hire a team that can get the job done – and that starts with a dependable Event Planner! Most EPs have a portfolio of events they have managed, ranging in scale and budget, so they have already learned the lessons and have best practice in place to help things run smoothly.
RESOURCES
An experienced Event Planner already has a list of vetted vendor partners and labor teams needed to pull in to the get the job done. They will have local connections they can negotiate with and some EPs, have in-house capabilities to design, engineer and build any display and exhibit materials and print graphics needed to carry out your theme with professional flare and quality. This gives the EP has more control of costs, timelines and quality which only benefits you.
BUDGET
An experienced EP will actually help you save money, mainly because of reason #1 and #2 above. Managing an event budget, and sticking to it, is part of their process and is what they do best. They can help guide you in the early planning stages, matching your wish list to solutions that fit the budget. They generally know what costs what and will prioritize what is most important, and areas where corners can be cut.
EVENT DAY
When the day of the event comes, you should be able to sit back and enjoy the fruits of your labor. When you have an Event Planner on your team, they will monitor everything and handle any emergency situations along the way. Their priority is to make sure you guests have an experience they will remember, and make you look like a rock star! At the end of the day you will be able to relish in all the compliments vs being tired for running around behind the scenes.