There are many misconceptions about hiring event companies to help produce your events. We examine five common myths and explain why they aren’t true if you pick the right event partner.
Myth #1: It will cost too much.
Oftentimes event companies pay for themselves in savings, and a great event company works within your set budget parameters. They make your money go further by designing a strategy that prioritizes elements which will make the biggest impact, identifying elements you can do without, shopping around and negotiating on your behalf. You will benefit from the fact that they are volume buyers and can secure rates significantly lower than those you would receive if you went directly to suppliers.
Myth #2: It will make my role obsolete.
It is critical to understand that event companies are your partner – not your competitor – and their sole reason for being is to make you look good and produce a successful event! A good event company is happy to work behind the scenes and let you shine.
Your role as an internal planner – whether it’s your full-time job or one of many other responsibilities – is only enhanced and supported by an event company. A good event company will serve as a turn-key event department, supporting you as the event lead. You are indispensable as the expert on the ground, with insight into the needs of your attendees and the concerns of your stakeholders. Just like a manager is recognized if their department does well, you will reap the praise for an event well done by an external event company.
If you are an inexperienced planner your event company can also serve as a teacher and trusted advisor, guiding you through the process, sharing their reasoning and making your life infinitely easier.
So rather than vetting a bunch of freelance contractors or recruiting a handful of volunteers to temporarily enlarge your event team (or worse, trying to do it all yourself) consider using an event company which possesses a well-oiled team and a multitude of best practices.
Myth #3: They’ll take over all of the fun, creative parts of event planning that I enjoy.
When working with an event company you get to dictate how hands-on, or off, you would like to be. If you want to pick the theme, venue, and entertainment they will take your direction. Just let them know what tasks you prefer to do yourself. Then they can take care of everything else such as logistics, floor plans, vetting, negotiating, paying and directing vendors.
Vendor management can be especially beneficial if your company requires vendors to go through an approval process. Instead of setting up dozens of vendors in your company’s system you only have to get approval and payment for one vendor – your event company. They can then pay and manage all of the other suppliers on your behalf.
Therefore, don’t stop assembling that Pinterest board for your event. Your event company will appreciate your ideas and input.
Myth #4: They won’t add any value.
Top-notch event companies possess a wide and knowledgeable talent base. They can help you think of things you’ve never considered, clue you in to the newest trends, and lend you their wide base of experience to help predict what will and will not work for your event. Their fresh perspective can also help you solve event problems that you may have thought were simply unavoidable in the past.
A great example of this is venue selection. Anyone can find a venue online and assess its capacity and rental fee. But a truly experienced planning team will help you assess venues on multiple levels and uncover hidden costs or pitfalls at a venue such as costly union requirements, exclusive vendors which limit flexibility, city and county regulations which could impact your party and other factors which can make or break an event.
Myth #5: All event companies are basically the same.
Just like employees, every event company has its own strengths and sweet spot. Be wary of companies who try to be everything to everyone. When evaluating event companies, try to discover which types of events they really excel to ensure that aligns with your event’s profile. The top trade show producer in the country probably wouldn’t be a good fit for planning a wedding, just as an award-winning wedding planner probably wouldn’t be well-suited to plan a 10,000 person corporate event. Be sure the company you select is well-versed in the type of events you host.
Before you plan your next event, drop us a line to see if we may be able to help you save money, time and stress.