Countless tasks go into planning events in NYC. Your patchwork of event business duties ranges from finding a florist to putting together leis for a luau-themed corporate holiday party to figuring out how to translate an Excel budget spreadsheet into a simple and lovely pie chart for your client presentation.
The trouble is that your time isn’t as endless as your to-do list. You’re thinking of expanding your team for your NYC event planning business. But you haven’t the foggiest idea where to start. We’ve got you covered with our event planner’s complete guide to expanding your team. If you’ve been wondering, “can I scale my business this year?”, this is the deep dive you need to see.
How a Team Can Help Your NYC Event Business
Bringing in one or more people can benefit your NYC event-planning business in several ways. It starts with having an extra pair of hands, of course. But there’s so much more with the right hire.
Increase Your Productivity
Clearly, you’re not getting as much done as you want to. Otherwise, you wouldn’t be thinking about expanding your event business’s team. So, obviously, more people can certainly get more work done. But actually, realizing this important perk takes planning and patience. More on that below.
Take On More Events and Clients
Translation: make more money. You can only take on so much work when you’re going it alone. Hiring an employee or two or subcontracting part of your workload can give you the bandwidth to take on more events and clients.
Have a Life
Event planning is creative work. You can’t come up with brilliant ideas when your well is empty. Delegating your workload can give you the mental space and wherewithal to do your best work and design your best NYC events.
When to Expand Your NYC Event Planning Team
Expanding your NYC event planning team isn’t without risks. Hiring, or even subcontracting, is expensive. The wrong hire can tank your reputation. And training and onboarding is time-consuming. So, when is expanding your NYC event planning team worth the time, effort, and investment? The following signs indicate it’s time to think about scaling your event business sooner than later.
Your Clients Are Suffering
It’s time to hire employees for your event planning when you aren’t able to do your best work for your clients. There is only so much of you to go around. Expand your event planning team when you find yourself cutting corners, missing deadlines, or fielding complaints.
You’re Turning Down Work
Granted, turning down work is a nice problem to have. However, taking on more events and clients is a way to ensure you’ll have a paycheck two, three, and six months down the road.
You’ve Run Out of Time to Market Your Event Business
In that same vein, you have to continuously market your NYC event planning business. You may make one sale out of 50 prospects. That means you need to keep pounding the pavement (and your keyboard) to find new event-planning work. An extra set of hands can help if your marketing has suffered due to your workload.
You Lack Essential Skills Needed to Grow Your Event Business
You can’t figure out QuickBooks to save your life. But you need to know your income and expenses when Uncle Sam comes calling. Save yourself the headache and subcontract skill sets you struggle with directly – like bookkeeping.
You Can Delegate Tasks for Less Than Your Own Rate
If you’re not already tracking your hourly rate, including admin and back-end work, start now. Then, figure out how much you’ll pay an employee or subcontractor. If you make more than you’ll pay, it may make sense to expand your event planning team so you can focus on your earning potential.
Admin Tasks Are Taking You Away From Core Tasks
Your core tasks are those that generate revenue, i.e., event planning tasks. Other stuff, like balancing the books, creating content, and organizing your calendar, while necessary, don’t generate revenue. Hiring someone to handle these routine activities will free up your time so you can focus on that which brings home the bacon: planning epic events.
You’re Burned Out With No End in Sight
All work and no play is the making of a horror show. Working around the clock isn’t sustainable. Bring in help when you can’t see your way out of the frightening depths of event planning burnout.
How to Expand Your Team for NYC Event Planners
After thoughtful consideration, you’re ready to expand your team. Good news! Your sister-in-law says you’re in luck. Her cousin’s boyfriend’s best friend is looking for work.
As tempting as it may be to get your hiring done quickly, hiring an employee for your event planning team is a big step. It’s important to take your time and follow these steps.
Write a Detailed Job Description
Start by knowing exactly what you want your new team member to do for your event planning business. Create a detailed job description. Include the skills your new hire will need to complete her work.
Create a Process for Your Event Business
A benefit of being a solopreneur is you know exactly when things get done. When you hire an employee or subcontractor, you still need to know the work is getting done. The best way to ensure no one drops the ball is to have processes in place.
Consider Independent Contractors
These days, you can find an independent contractor for just about any role. Bringing in an independent contractor instead of hiring an employee for your NYC event planning business has advantages.
- Have flexibility to quickly scale up or down.
- Avoid the added cost of employee benefits.
- Terminate the relationship easily if it isn’t working out.
- Pay only for the work you need done.
It’s important to be aware of the laws of engaging independent contractors. The Department of Labor has specific rules that define the distinctions between an independent contractor and an employee.
You’ll also need to create a contract to protect yourself and your event planning business. In addition to expectations and compensation, include a clause that prevents the contractor from “stealing” your clients.
Be aware of the disadvantages of opting for independent contractors instead of hiring employees. Employees are more likely to engage directly with your brand. Employees will also be more loyal and enthusiastic.
Choose People Who Share Your Vision and Values
Your brand reputation is your most important asset. You can protect it by hiring people who share your values and vision for your event planning business.
Tap Into Your Event Business Network
You already know your network is an invaluable resource. So, approach people whom you trust to get recommendations for new hires. Chances are that the applicants you find through your network will share your vibe, vision, and values.
Interview Multiple People
Conduct multiple interviews, no matter how great you think your first applicant is. The special mix of traits in the right person includes personality, skills, and experience. You can’t define that mix until you have a few interviews under your belt.
Look for Enthusiasm
Enthusiasm is the special sauce that makes for a great employee. Motivation, engagement, and positivity are innate traits that transform an inexperienced newbie into a rockstar team member.
Avoid These Pitfalls When Expanding Your Team and Event Business
Expanding your event planning team isn’t without risks. Scaling your event business involves legal pitfalls, financial hazards, and unforeseen obstacles.
Don’t Expand If Tech Can Get the Job Done
It’s best to avoid the perils of hiring altogether if technology can get the job done. Poke around for software that can simplify event planning, project management, and bookkeeping. Solutions abound that will allow you to track your time or manage your social media accounts. Many of them have free or low-cost options for solopreneurs.
Don’t Rush the Selection Process
We get that you’re bringing someone on board because you don’t have the time. But don’t let your packed schedule make you rush your hiring process. Hiring the wrong person will make your life a thousand times more difficult.
Don’t Underestimate the Time It Takes to Onboard a New Team Member into Your Event Business
Even the right hire won’t thrive if you don’t take the time to show him the ropes. Plan on it taking up to three months or longer for your new hire to work entirely independently. Schedule time for training and be available to answer questions.
Don’t Wait Until You’re Overwhelmed
You can see what you have in the pipeline for your NYC event business if you’re managing your calendar effectively. So, don’t wait until you’re buried up to your neck before you expand your team. If you’re unsure if you need someone for the long term, opt for an independent contractor or an employment agency to get through your busy season.
Don’t Be a Micro-Manager in Your Event Business
No one wants to work for a helicopter boss. And you won’t be a more productive event planner if you micro-manage your team members. Take advantage of the benefits of expanding your event planning team by encouraging them to work independently.
Grow Your Event Business at The Event Planner Expo
Now that you’ve got your team in place, you can focus on more important things, like attending The Event Planner Expo. New York’s premiere conference for the event planning industry is just around the corner. Learn from leaders in the event industry, network with event planning professionals, and grow your prospect list. Don’t miss out! Register NOW!