If you organise events as part of your role, you may have considered event management. However, you might not be sure what it entails, or how exactly it could benefit you.
By definition, event management is the concept, coordination, planning, budgeting and management of all the people, teams, logistics and features that come together to create an event or occasion.
Organising an event is a complex and responsibility-laden process; the job requires a huge amount of administration, attention to detail and time management.
Here are five reasons why outsourced Event Management support might be for you…
Save valuable time:
The success of an event depends on every element and every person involved in the project doing their job to a high standard, at the correct time and in the right place, which requires flexibility and cross-team communication; managing so many different people at one time takes versatility.
Outsourcing your events to a dedicated professional ensures your employees remain dedicated to their own core roles, rather than being tied up for weeks or even months organising venues, entertainment options and managing delegates.
The chances are that your team are not experienced in each area, and will therefore take significantly more time than an expert would to do the same tasks. An experienced event management company will have access to a vast array of event related suppliers, who have a proven ability in delivering their services – avoiding the need for suppliers to be researched, set-up as new vendors, references taken and payment terms being negotiated.
Access insider knowledge, skills & expertise:
Seasoned event managers who have seen and done it all will suggest ideas, plug in the gaps, and make improvements based on best practices and past experiences to help you create an outstanding memorable event.
By outsourcing your event management requirements, you are buying-in a raft of skills and expertise including:
- Knowledge and experience of best locations and venues for your event
- Experience in managing logistically challenging situations
- Creative ideas for social and partner programmes
- Purchasing power: ability to negotiate favourable rates and payment terms on your behalf
- Multiple supplier management
- Language and cultural understanding of event destinations
Avoid hidden costs:
Event management companies know the important questions to ask. A seasoned Event Manager will ask the right questions from the start, so that hidden venue or supplier costs will be explained, avoiding any unexpected costs when it comes to paying the final invoice.
Ensure you’re covered:
In today’s world it’s crucial to ensure all of the necessary Health and Safety paperwork is created for each and every event, and this can be quite a task on its own! Risk assessment of all elements of the event will be coordinated by an Event Manager, giving you complete peace of mind that all the correct documentation is provided, and that you are covered, should any incidents occur.
Remain Stress Free:
Stress reduction is often deemed the biggest benefit for employees when hiring an event management company. All of the liaison and preparation will be tended by them, leaving you worry-free knowing that they are on standby to manage any issues that may arise.
Past experiences have prepared Event Managers to tackle any type of surprises or situations, usually before anyone else notices; experienced event managers make it look easy and work tirelessly to create the best possible experience for their clients, leaving you free to relax and enjoy the event!
So, the next time you’re tasked with putting together an event don’t be afraid to consider outsourcing; it can provide significant benefits including time and cost savings for your organisation while simultaneously improving the overall event experience.