When companies throw corporate events, they believe hiring a corporate event planner will put them way over budget. In reality, planners know the tips, tricks, and contacts that save companies time and money in the long run without sacrificing the quality of the event.
Event planners build relationships with suppliers and received discounted rates from vendors that a planner will pass onto the client. When a company calls the same supplier, they will pay their standard rates. These can be as much as twenty percent higher than the rate a well-networked event planner may receive.
Time is money, and employees in a company do not have enough time on their hands to plan an entire corporate event. Spreading employees thin is unnecessary when a planner can do the same job more effectively and efficiently. Planners can organize and execute the event in less time than the company ever could, allowing employees to focus on their responsibilities.
Event planners have extensive knowledge and wisdom gained from the experience of years of planning events and parties. Planners know the latest trends, newest venues, hottest colors, budget-saving secrets, and details that companies often look over when they only plan a couple of events annually.
Planners have a rolodex that is worth any price of an event planning company. They have all the right contacts at their fingertips, from lighting to decor. Utilizing multiple search engines to figure out vendors for the party is unnecessary when planners can have all the best vendors on speed dial.
No matter how much meticulous planning, preparation, and management employees do for the event, there will always be an unforeseen hiccup. Guest should not be aware of the problem and employees planning the event should not appear panicked. A planner knows who to call and how to remedy the situation quickly. Planners resolve with their resources to keep the event on track.
A planner is an extension of the company. They do all the heavy lifting for the event so employees can enjoy the event as they are meant to. A planner allows all employees to network effectively and make favorable impressions.
Great planners allow the company to be a part of the details and decisions without being burnt out on an information overload, which happens when employees within the company plan the event. Planners will get to know the company and find the vendors that are perfect for the company and event message.
An average event can have ten to twenty vendors. Vendors must be researched, booked, confirmed, scheduled, and managed for contractual compliance. Planners handle all of the details so employees can focus on company business.
The vendors all have contracts to proof and payments they need. They will also have questions about timing, power, layout, and more. Planners create schedules and floor plans, answer questions, and keep the event on track.
Constant communication with vendors takes up a lot of time. Companies underestimate the amount of time that is taken by communicating with vendors and producing an event from beginning to end. Employees trying to plan an event will spend less time on company business.
The best event planners offer additional services that help and reassure the company hosting the event. Carrying insurance that is A rated and exceeds industry standards is a bonus in an event planner. Safety should be a priority and all spaces and vendors are inspected and certified by the event planner.
Some event planning companies are certified for alcohol distribution, which is a big bonus if the company is using a location privately owned by the event planning company. They should also cater to many different types of events which gives the planner more overall experience.