Working With An Event Planner

Why you should hire an event planner for your company event

If you’re busy running your business, you don’t have time to plan company events. Here’s why you need to hire an event planner for the job. Whether it’s a corporate event, your own wedding or a significant other’s milestone birthday, planning an event is not for the faint-hearted.

Some would say that it’s a full-time job, hence the reason why so many people have made successful careers out of event planning. Go figure! Event planners were put on this earth for one reason- to make your life a whole lot easier, while saving you time and money, to boot.

If you have your doubts, here some key reasons you should hire an event planner for your next special occasion…

Simple Reasons to Hire an Event Planner

Event planners are a special breed of people. They seem to be born organized and calm while having an uncanny ability to thrive under pressure. And if not, they have worked hard to hone these skills throughout their career.

These key qualities of an event planner help them to execute miracles when it comes to event timelines, budgets, location, people management, and more.

If this is not enough to convince you, here are 5 reasons to nudge you along: 

Events Can be Organized in a Time Crunch

If you’re in a bit of pickle when it comes to planning an event with a limited timeline, this is where an event planner comes in.  To add to this, an event planner has fine-tuned time management skills. This means that they’re able to pull things together according to a strict deadline. Hiring a professional to ensure all suppliers are booked and arrive on time, while everything else runs smoothly is your key to event success.

You Are Bound By a Strict Budget

This is what event planners do best. Their budgeting skills are unmatched in the industry, ensuring your event is always within budget guidelines. At the beginning of your event planning, you’ll need to strictly outline your event budget and leeway points. An experienced professional will be able to point out whether your budget is realistic or not. Additionally, they’ll be able to recommend areas where you can save and cut back on expenses. They will bring you back to reality and let you know when your ideas are going to cost more than you budgeted for! 

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.

Professional Event Planners Bring Their Own Supplies

While optional, a professional event planner will be able to supply all of the extras you can think of (and some you probably haven’t thought of). Whether they own the equipment or know the best contractors for your event, you can rest easy knowing all the supplies you will ever need are available to you.

This can include everything from audio and video packages to lighting and staging, and even carpeting and decor. Is security at your event a concern? A good professional event planner can even take care of that. Perks of hiring a security-conscious event planner include security walk-through machines and x-ray/hand-held scanners.

Save Yourself Time and Money

Working with an event planner allows you to set a proper budget. Professional event planners have years of experience and know exactly how to get you the most for your money. This includes where to go for the best contractors and equipment. Going it alone means you will need to do all the leg work yourself, scouting for and hiring people and equipment without the aid of a professional.

Not only will this cost you money, but it will cost you time as you scour the web looking for the best services. Save yourself a huge job and hire an event planner.

Book the best venue

There are certain things in life that you just have no access with, like extremely expensive venues or rare-find spaces that you don’t even know existing. Your event planner has a magical key to these portals and she can easily get you an easy pass to get in without having to crawl your way to the tunnel. She will give you amazing venue options to choose from and you can book it at the earliest with discounts, if not freebies.

Book the best suppliers

Not only does an event planner possess a key to magical venues but she also has a key to magical shops that sell the best items that you would need for your event. She also brings an event planner bible that has all the contact details of the best keynote speakers around the globe. You will never have to wonder if you made the right choice because she basically have had experience working with almost all suppliers in town.

Benefits of Hiring a Corporate Event Planner

If you are scratching your head trying to figure out how to plan your next event, you may want to look into hiring a corporate event planner. Professional event planners have pretty much seen it all, and can translate that experience into a successful event, leaving both you and the attendees with a memorable and fun experience. Today’s post will briefly highlight the benefits of hiring a corporate event planner, and why it is well worth the money.

Experience

The first benefit of hiring a corporate event planner is the experience that the company brings to the table. Many event planners work many different events each year, which brings a different type of experience with each one they work. When things go wrong, it is their job to fix them. When things go right, they learn from them and find ways to repeat that success. But no matter what, they learn as they go, and can bring that experience to your next event.

Connections

With time comes experience. And with experience comes connections. As event planners work in an industry, they develop relationships with suppliers and producers that non-event planners may not have access to or know about. Often times, these relationships include lower rates than available to the public, top-tier service, and flexible negotiations, just to name a few.

Budgeting

Budgeting is another valuable benefit that corporate event planners bring to the table. Consistently working events allows planners to see an event from the inside and out, as well as every angle in between. Event planners use high-tech software that allows them to develop budgets down to the penny. For example, at Sonburst we use an event management tool that we developed in-house that budgets events, produces reports, handles attendee registration, and allows vendor tracking, just to name a few features. These event budgeting and management tools are very expensive, but highly effective. Many corporate event planners know how to use them, which could end up saving you hundreds of thousands of dollars on your next event.

Negotiation

Corporate event planners are very skilled at negotiating contracts with vendors and suppliers, which ensures that clients get the most out of their investments. Because of their immense purchasing power (i.e. the other events they plan and manage throughout the year), corporate event planners have quite a bit of leverage when dealing with hotels, vendors, and other suppliers.  If an Average Joe were to go to a hotel and try to negotiate a block of 150 rooms, they would find it very hard to get the best rate available. If an event planner were to help, however, they would find it far easier to get the best rate.

Make your Vision a Reality

Corporate event planners are great at taking your vision and making it a reality. They use their experience and connections and make it happen, all while keeping the budget under control. A great example is the time that we were working with a client that specialized in in-home senior care. We were planning out their 1,400+ person international conference that we plan and produce for them every year. They wanted their theme to focus on the “in-home” aspect of their business, but didn’t know exactly what they wanted. So we proposed that we turn the stage into a large house. A few months later, we turned that vision into a reality.

This would not have been possible without our close relationship with the scenic design studio, decorators, and tech production companies that we work with on our events. This is a living example of why hiring a corporate event planning company is beneficial.

If the Corporate Event is Really Important, You Need Dedicated Professionals to Manage It

The importance of the event may often coincide with its size, but that is not necessarily true in all cases. Irrespective of the event’s size, if a corporate event is being planned that holds significant importance to the company, you need to work with professional event management companies that have resources in technology and entertainment, alongside the experience to pull off the production of such an important event.

Once you have selected the event planner, sit with their key people and plan together. They will take care of everything else, as long as you provide them with knowledge regarding the expectations and the goals of the event.

If You Feel Out of Your Element, It’s a Bad Idea to Not Seek External Advice

Large companies, in particular, have a workforce with varying levels of experience in event management of different stature. This is why it is often not a necessity to seek external hiring of event planners for them. However, if you feel like you are out of your element here, and no one seems to have experience in managing an important corporate event in the near future, it is wise to hire an event management service specialized in what you are lacking.

It’s a mistake to take on any task that you cannot complete on your own with adequate efficiency. Therefore, see to it that you have the help you need before it’s already too late and your chance to impress the right clients is gone.