Why Outsourcing Meeting Planning and Corporate Events Makes Sense
One of the most common reasons for planning a corporate meeting or event yourself? Cost.
On the surface, handling event logistics in-house rather than hiring an outside event planner may seem like the logical way to go. Why pay some outside entity when you have a perfectly capable and resourceful person on your team that’s willing to take on the challenge? Unfortunately, that’s where the cost calculations stop for most.
Just like any other endeavor, event planning is a skill that takes years to master. Every event hosted is a learning experience, a refinement of the process. For seasoned event planners, coordinating logistics becomes an almost automatic procedure. You know who to talk to, where to source what you need, and what to look for in a venue based on the requirements of the event. After years of hosting events, you already have relationships with many of resources you’ll need. If you aren’t doing it day in and day out, figuring out what you need and where to get it is a massive research endeavor.
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In today’s business world, time is money. Every minute is precious. Remember that productive, capable employee you tasked with planning your big corporate event? They’re now spending days (not hours) on the phone calling around trying to find a venue that’s suitable for your corporate meeting or event, not doing the excellent work that you’ve come to expect from them. Can you afford to give up that valuable productivity?
Finally, they manage to secure a venue. (Hopefully, it isn’t a hotel.) Unfortunately, the venue is just the tip of the metaphorical event planning iceberg. There are hundreds of questions yet to answer.
- What’s the seating layout of the room?
- Do you need multiple spaces?
- Will those needs change throughout your event?
- Who will set up and arrange the room?
- Who’s coming?
- How will you communicate event details or changes to these people?
- Do you need other resources or technology to execute your meeting?
- Where will you get those?
- How will those resources get to the location?
- Who will set them up?
- What happens if technology fails?
- Will anyone onsite be qualified to troubleshoot?
- Do you need backup equipment?
- Will your guests need to eat?
- What will they eat?
- Where will the food and refreshments come from?
- How and when will it get to the venue?
- Who or where do you call to ensure you have answers to all these questions?
This is just a small portion of the core questions that need to be asked in order to execute a successful corporate event. Even with a comprehensive checklist, there are still things that can get overlooked.
Taking on the responsibility of planning a corporate event or meeting means not just being able to ask and answer these questions, but answer them efficiently.
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