There are many benefits of using an event management company to oversee your event – stress reduction is only one of them my clients have told me! Event management is an expensive and complex process therefore the planning and control of each detail is vital. Below are the top six essential reasons to employ an experienced event management firm:
1) It saves time and money.
If you outsource your event management to a business that manages events throughout the day and saves time and money. An event management company has established relations with venues, hotels and other vendors and can negotiate the best rates for you. They also understand the added value you can receive – ensuring you get more value for your money, and adding to the experience. All these insider contacts and suggestions mean you can get a better price on everything you’ll need.
A professional event manager helps you save time since all you need to do is agree the time and date with the company who will manage the event and everything else will be taken to. Other things you may overlook such as insurance are included in the services and it’s important to choose a business who you can trust to look after everything from the beginning to the actual delivery on the day.
An event management company will provide you with long nights, headaches, and hassles of organising the event yourself.
2) It offers you innovative ideas and proven formats for your events that work for you.
Event organisers will give you innovative and fresh concepts for your event – formats that are tried and tested. They also offer solutions they know will work well and are specifically tailored for you. Based on your needs they’ll suggest an event structure that works for your needs, your guests and budget. The WOW factor doesn’t need to break the budget! Event managers bring a lot of experience , and you’re guaranteed that your event will go off with a bang.
3) Expert plan and budget management to ensure overall event success
The initial brief and planning is essential to ensure a flawlessly executed event. A successful event requires a comprehensive master plan, a timetable and budget that is adhered to. A company that manages events will develop these for you and establish from the beginning on the primary expectations, responsibilities, and targets. This document outlines each logistical and sales element that must be completed and is the working bible of any event coordinator. It is a workable document, which is regularly updated, and will give you the freedom and security to make sure all elements associated with your occasion are in order. The budget is created by an experienced event planner who understands ALL the expenses and the potential for variances. This will be monitored and any deviations from the plan highlighted and appropriate actions implemented. There’s no need to reinvent the wheel. Learning from your mistakes as an event management firm can ensure your success from the get-go. In the end, event management is a maze and no-one can afford to be a fool.
4) Technology that gives your attendees a professional and slick journey
Event management companies employ a variety of tools and programs that enable the company to communicate with guests efficiently and effectively. This can range from creating an event-specific website that displays all of the details of your event – the conference schedule, map and attendee list, exhibitor list, photos of speakers and biographies , and even online registration. The tools can guide attendees from registration to the distribution of instructions for joining and then an SMS reminder of the venue postcode the day before. The systems will ensure that the event is organized and smooth for all guests.
Another crucial area of technology is the requirements for AV for your event. It is important to pick and choose an AV service that will provide the best service at the best pricing. Event management companies will have trusted suppliers that they work with and know they will always deliver – and if you’re on a budget, it’s important to know the things you cannot and should not manage without.
Five) Professional delivery during the day of the event
Two of the most essential components to a slick event delivery in the onsite area is first preparing an elaborate event plan for all to use. This will include days by days, hours by hour the rooms that will be used, what order they should be set, what deliveries are expected, what time refreshment or meals should be prepared, and which staff are accountable for what, and the list goes on. Additionally, you should have a informed and skilled team, supervised by an event coordinator who is charge of the entire event. A professional event management company will make sure both of these are in place, that you can network and focus on enjoying the occasion with your guests. Particularly, business customers appreciate full attention from their hosts and are willing to creating relationships and arranging future business ventures at the event.
6) managing your risk, and keeping you and your guests safe
The planning of an event is filled with risks that could arise like power outages, medical emergency, or even an accident. This is why hiring an event management firm pays dividends as there will be a team of experts on site that would know what to do in the event of an emergency occur. Before the event, a solid health and safety plan would have been devised and presented at the event venue. The plan would identify all dangers and strategies to eliminate any risk.
Choosing to hire an event management company just makes good sense if you want to have a successful event that you and your guests will be able to enjoy. All the planning and administration of your event is much easier when it is handled by an event management firm!
