When you consider outsourcing, event management is most likely not the first thing that comes to mind. In reality, it is a common occurrence for any size company to outsource for events. The two primary reasons for hiring a coordinator are time and money. The two primary reasons for outsourcing events are time and money. Coincidence? Few people have the time or the connections to plan a large-scale private or corporate event. According to the Wall Street Journal, it takes about 150 hours for a planner, working with staff, to produce a major event from start to finish. That would take an employee, for example, your secretary, 9 full days at work with an 8 hour work day. Yes, if that was your ONLY job this might be reasonable, but the fact of the matter is most people cannot afford to spend 9 full days of their normal duties planning a single event.
This brings the money into play. A corporation may hire an event personnel to fulfill this duty, but you are then looking at a full-salaried person who might plan 10 events a year. The amounts just don’t add up. Additionally, a full-time event planner would not be productive for companies who only have a single event a year. Your annual company party might take place in December, and given enough time, an event planner can work one day a week and accomplish the tasks needed to coordinate the party. That is a lot of down-time to consider for an on-site event planner!
Outsourcing has been a popular idea for IT jobs, business reviews and consultations, and even audits, but outsourcing an event planner can be just as effective.
10 reasons why most large companies and even some small ones are outsourcing event coordinators:
1. Less Cost. Event planners charge either a flat fee, a commission, or an hourly rate on the event, none of which add up to the cost of an employee salary over the course of a year. The company is also not losing the compensation package to that employee as well.
2. Time. This one is pretty self-explanatory. Let someone else handle all the details. “Ain’t nobody got time for that!”
3. Efficiency. It is likely that the secretary has never planned an event in her life, and has done zero research on prices of vendors, quality of menu, and how far out you need to book all of these things. Event planners do this for a living, probably have a reputation with the caterers and will have a full outline ready to go in no time.
4. Better rates. Based on that reputation, supplier costs might be lower due to agreements with vendors.
5. Easy removal. If you don’t like what a planner is doing, YOU can quit. It doesn’t take the boss’s approval or legitimate cause. Event planning is a service, and if the service is not sufficient, you can stop using them.
6. More Focus. Event planning is generally not a corporate person’s primary job, and is an easy distraction to their core business responsibilities.
7. Demonstrated Experience. An insider generally just doesn’t have the knowledge available to them as someone in the event industry does. Quality suffers.
Summary: Outsourcing event planning can save your company time, money, and headaches along the way. Let the professionals do their job!