Although there are countless benefits to hosting corporate events, planning an event is not easy. From booking the venue to welcoming guests, there’s a lot to manage—too much for a busy professional to justify easily.
You could always hire an event planner to coordinate everything for you. But many marketers and business owners feel like they’ll be saving money by doing the work themselves.
However, that isn’t necessarily the case. In fact, by choosing the right planner for your event, you’re far more likely to save money in the long run.
In this article, we’ll share some of the top reasons that hiring an event planner can save your company money. From avoiding common mistakes to saving time, keep reading to discover the advantages of hiring an event planner.
Get the Best Venue for the Occasion
The venue is one of the biggest expenses for any event. If you can cut costs on your venue without compromising your needs, you can save a significant amount of money overall.
However, it’s a bad idea to go looking for the cheapest event venues you can find. Often, these low-hanging fruit will lack some key amenities you need for your event. It’s great to save money, but not at the expense of quality.
An event planner can strike that difficult balance between cost savings and quality. They will already be familiar with the best venues in your area, and the features that events like yours require. From there, they can find deals and opportunities to save you money.
Share and Collaborate on Cost-Saving Ideas
Even the smartest people can benefit from an extra pair of eyes. Sometimes you need an outsider’s opinion to take your idea from decent to legendary.
As an industry insider, an event planner can make recommendations tailored to your event and company. This includes potential ways you could cut costs without cutting corners.
Additionally, a good planner will also ensure that whatever ideas you pursue fall within your company’s budget for the event. Since event planners are familiar with every aspect of running an event, they’re uniquely positioned to divide funds wisely.
Ensure Your Event Objectives Are Met
Every professional event has a goal in mind. Yours might have more than one. A good event planner will keep your objectives at the forefront of their mind as they make recommendations and organize your event.
A great planner may even help you clarify your goals for the event you want to organize. From there, they can help you brainstorm realistic ways to meet those objectives while minimizing costs.
Because event planners often have years of experience putting on events like yours, they can identify the best methods for getting the results you want and navigate around problems that could get in the way.
Spend Less Time on Planning
The most obvious reason to hire someone to plan your event is to save yourself time. Time is money, after all, and the more you have to spend organizing your event, the less you’ll have to focus on the work only you can do.
Setting up an event involves coordinating many different things with multiple different people. It’s a lot to keep track of, and if you aren’t an experienced planner already, it can easily leave you feeling overwhelmed.
It’s truly freeing to have an event coordinator you can trust to make sure your wishes are met for you. With the right planner, all you have to do is say the word and watch your event come together.
Avoid Unhelpful Distractions
When your attention is being pulled in multiple directions, it’s easy to get fixated on distractions. As an event host, your focus needs to be on the people you’re targeting—before, during, and after the event.
Getting bogged down in planning and paperwork can take your attention away from the connections and impact you’re trying to make in the first place. An event organizer will oversee these things for you so you can focus on what matters.
Benefit From Years of Professional Experience
Experience plays a critical role in effective event planning. Professional planners have years of experience setting up different kinds of events. This gives them unique insights into the best practices for every situation that might arise.
This is most helpful when it comes to staying under budget and dealing with unlikely emergencies. Without experience, it’s easy to get carried away with spending. It’s also easy to panic and fail to respond to problems in healthy, effective ways.
Leverage Someone Else’s Connections
In event planning, who you know matters as much as what you know. A professional event coordinator will already have connections with the best venues, caterers, and other services and professionals every event needs.
It isn’t hard to see how significant this is. While it might take you weeks just to find the right services for your event and make arrangements with them, an event planner can contact the professionals they know and finish planning right away.
Event organizers with lots of experience are also exceptional negotiators. They will make sure you get the best deals possible on everything you pay for.
Whether you need vegan-friendly catering or live entertainment, event planners know how to find the best.
Get Only the Services You Need
When you’re trying to put on a big event, it’s painfully easy to overspend. You might get distracted by offers and upsells that you don’t really need but seem important at the moment. You might lose track of your budget as you try to manage different things.
Having someone working on your behalf to ruthlessly cut down on expenses until you’re only getting what you need can be a lifesaver.
A qualified planner will see through the unnecessary offers that services may try to sell you. They’ll have a big-picture view of your event and know exactly what matters and what doesn’t. And they’ll make sure you stay within your budget.
Avoid Scams and Overpriced Services
As mentioned, some professionals targeting event planners may offer you unnecessary services and meaningless upsells while framing them as important offers. These aren’t always scams per se, but they’re always annoying.
That’s just another reason it helps to have someone familiar with the industry who’s good at negotiating. Besides avoiding unnecessary purchases and getting you the best deals, an event planner will be sufficiently well-informed to avoid scams.
Keep Careful Track of Your Budget
Corporate events have so many moving parts that it’s almost impossible to keep track of everything. When that thing you’re trying to keep track of is your budget, that can be a big problem.
Once again, event coordinators come to the rescue by cautiously counting every cost and ensuring it all comes in under budget.
In the unlikely event that you need to spend more in order to reach your event objectives, your planner will bring this to your attention and discuss the budget with you before making any further decisions.
Identify Your Ideal Guest
There’s no point in hosting an event if no one shows up, and it’s hard to get people to come to your event if you don’t know who they are.
You probably already have a basic idea of who you’re targeting with your event. But an event planner or promoter can help you narrow down your ideal guest list to the perfect audience that’s bound to love your event and brand.
Objectives and target audiences go hand in hand. When you properly define your event’s objectives, you’ll automatically get a clear idea of your ideal audience. An event planner will help you make sure your goals are achievable.
Network With Great Event Planners at the Event Planner Expo
Corporate events can be cost-effective and impactful ways to grow your brand. By now, you know how working with an event planner can save you money. But if you’re new to event planning, you may not have the knowledge or ideas you need to get the best results.
The Event Planner Expo is your chance to discover creative event ideas for your business and connect with the best event planners in the industry. Whether you’re a marketer, executive, or business owner, it’s the perfect opportunity to make lasting, valuable connections.
Learn more and get your tickets today.
