Event management agency vs In-house Staff?
We see it all the time….
Businesses engaging their existing staff, usually from marketing or HR who’s job it is to plan and organise sometimes the most important event of the year. Expected by their superiors to conceptualise ideas, budget expenses, hire staff, source sponsorships, send out invitations, organise attendees, source caterers, musicians and other entertainment. All this is expected while delivering on their other roles and responsibilities.
There are a number of reasons why in-house staff can pull off a successful event, HOWEVER, the advantages of using an event management company for outweigh the in-house benefits. Here are some reasons why.
Professional Networks
Event management companies will give you access to a number of professional networks. In-house staff have a full-time job to do and they would probably more successful in their work if left unencumbered by planning events.
Event Management professionals have a network of caterers, venue directors, production crew, entertainment assets and local council relationships developed over several years.
By outsourcing your event planning, your event will have a level of professionalism and sophistication that a staff member simply isn’t able to provide.
2. Communication
Event Management companies are efficient communicators and have several years experience communicating with their network of suppliers and partners.
Their job is to plan your event. Not only do they communicate physically with event partners, they have communication tools like CRM’s, apps and programs to increase productivity which pays off in the long run for preperation.
Often, event management companies will have a team of regular staff who handle all the details for large or small events. Alternatively, Event management companies have access to casual event staff to cover a range of staffing requirements from bar staff, security, cleaners, administration, sponsorship management and so on. Organising staff can be very technical and time consuming, and a mine field when it comes to staff accounting.
3. Budgeting & Forecasting
Event professionals have experience negotiating with vendors. Through connection and experience a good event planner can wheel and deal on your behalf and in some cases, depending on their skill set, raise sponsorship money for your event. They can arrange industry discounts on food and beverages, venues and more. In many ways the result is saving you money. In essence, a good event planner can end up paying for themselves, much like an accountant or a trusted lawyer.
If an event is important to you and your company, it will save you time and money to outsource event planning and execution to an event management professional. Your staff will be more efficient because they are able to focus on their jobs and they will appreciate the concentrated workload. They can assist with the event, taking part in roles that suits their skillset, but don’t have to worry about the nitty gritty that can determine the success or failure of your event.
At the end of the day, your events goal is to run smoothly and impress attendees with a level of style and refinement that will serve your business well in the long run.