If you’ve been considering planning an event for your business, one of the first things that usually comes up is the budget.
You may initially think that hiring someone to help is a cost you simply can’t justify.
However, when it comes to making the most of your budget, an event planner can actually help you to save more money than you thought possible while also offering value you may never have considered.
A Matter of Time
It’s important to realize that planning an event isn’t a task that you do once and then check off your list.
In reality, it’s an involved process with many moving parts that take months to plan. Even a small can have its complications. Throughout the planning process, your event evolves. Things can, and often do, come up at a moment’s notice and decisions need to be made quickly.
Planning means details, deadlines, ongoing phone calls, and emails, organizing vendors, booking speakers, setting up meetings…the list goes on and on.
When you are doing it on your own, what often ends up happening is your day-to-day business slows down. You begin to lose focus. You forget that you still need to pay attention to all of the ongoing tasks associated with running your business. Not to mention everything outside of work - your kids, family, errands, travel, etc.
Your time is valuable.
Take a moment to think about your typical day. How much extra time do you really have in your already busy schedule to devote to planning your event?
That is one (of the many) reasons that event planners exist.
Zone of Genius
As the owner of your business, only you know how to run it in the best way possible. There are things that you can do better than anyone else. Let’s just call it your zone of genius.
Like you, an event planner has their own zone of genius.
When you hire an event planner it’s not only for the time and money they can save, it's also for their experience. And it’s in that experience and knowledge where their true value exists. A great planner can offer you:
Industry & Knowledge - Hiring a planner offers you the ability to tap into their knowledge of the area where your event is being held. They know the lay of the land and where to find the spaces and services that you need. They also know the costs involved and can direct you to the ones that best suit your budget. Not to mention all of the industry terms, standards, and best practices.
Connections - Most event planners have worked for years to make connections with a variety of venues and vendors. Leveraging their connections allows you faster access, discounted prices, and peace of mind knowing the vendor has been vetted.
Negotiation Skills - This is where hiring a planner can truly save you the most money. An event planner is your best advocate, taking the time to comb through contracts and negotiating to help bring your costs down (and getting things thrown in that you would have never thought to ask for). They can also find areas where you may be spending too much, not getting what you’re paying for, or alternative options that will provide you with more bang for your buck.
The Process of Planning
For an event planner, there is a lot going on behind the scenes. More than you may think. Their job is both hectic and unpredictable. They are doing more than simply checking off a to-do list. Every day is different and requires significant organization and task management to ensure that nothing slips through the crack. Take a look at some of the tasks they do both in and out of the office:
Create and manage a budget
Emailing or calling vendors
Prepare proposals
Meeting with clients
Researching event locations
Negotiating contracts with suppliers and facilities
Communicating with speakers and sponsors
Coordinating catering services
Meeting with vendors
Determining production schedules
Establishing floor plans
Ordering supplies, materials, and equipment
Creating itineraries
Generating new ideas
Establishing new relationships
A lot of follow up
Keep in mind, none of these are one-and-done tasks. There is constant back and forth coordinating with all the different parties involved. And that’s just before the event even happens. At the event, it’s time to put all of the planning into action. They will be pulled into a million different directions. However, they thrive under pressure and are able to multitask while somehow remaining cool, calm, and collected.
Now that you have a glimpse into what is involved in the planning process, it’s difficult to overlook the value that an event planner can bring.
Event planners are there for one main reason - to organize and execute an event from start to finish. This includes keeping all of the details in check while ensuring that nothing slips through the cracks.
Our team at Be Bright Events has the skills, experience, and expertise to save you time and money.
If you are thinking about hosting your first event or want to plan your next event and eliminate a lot of the time and headaches associated with doing it yourself, we would love to book a clarity call to learn more about your event, and see if Be Bright Events is the right fit for you!
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