Even the best need help from time to time.
Your company is well-respected within your industry because it performs exceedingly well. That is a result of knowing how to pick your battles and knowing when to get the help of other experts.
If you are planning on holding a corporate event, there are certain requirements that need to be met. As such, it is imperative to find professional event planners who can help you achieve your goals.
Benefits of hiring event planners
But why hire outside help? Here are a few reasons to consider.
Savings in time and money
How can hiring subtract instead of adding more to the cost of holding an event? It may sound counterintuitive, but you can actually save more money by hiring professionals to help you.
Professional planners have an extensive network that you can leverage for savings. This can translate into massive discounts in the rent for an event venue, AV equipment, etc. Most of these discounts are not available to individuals and businesses.
Apart from cost-savings, you can also save on time through the help of these experts. Planning and managing an event is a full-time job in and by itself. And if you choose to do it on your own, you have to commit ample time and effort.
That can be difficult to do if you have other tasks in your company. An event planning company can take a large number of tasks off your shoulder, enabling you to focus on what is essential at the moment without compromising the success of your upcoming event.
Experience and expertise at your disposal
Whether it is your first or nth time holding an event, unexpected issues may arise, throwing off your original plan.
A corporate event planner can give you the agility and expertise to meet these challenges head-on. In some instances, these experts can offer you solutions to knotty problems that you might not even be aware existed.
Choosing an event planner
But before you can enjoy these and other benefits, it is crucial to choose your planner carefully.
Here are a few tips that will make the process easier for you and your team.
Start with the why
Before you contact an event planner, you need to be clear about your objectives. This will allow you to better communicate with your chosen planner. After that, you can set a ballpark figure for the event budget.
Once you are done with these preliminaries, your chosen planner is in the perfect position to make the necessary recommendations, from selecting the right venue to recommending caterers with stellar reputations.
Begin your search
In choosing an events company, you have one goal: find the best team with expertise in the type of event that you are planning to hold.
The best place to start is to solicit recommendations from industry peers. Planners with a good reputation are more likely to get more suggestions.
Alternatively, you can search for an event planner by asking local hotels, business organizations, or even online.
Making the choice
After receiving recommendations, begin looking at each candidate’s experience and events management portfolio.
Once you are done, you will have a few frontrunners that you should include in your shortlist. Keep the three strongest candidates on that list and interview them.
But before you interview each candidate, you should provide them with an event brief so you can gauge their expertise more objectively.
For the interview process, begin inquiring about each candidate’s event experience as well as their backup plans. Ideally, the frontrunners should provide you with an overview of their approach to the event, from planning to execution.
Do not rely solely on the interview. It is a good idea to ask past clients about their experience working with your shortlisted event planners. You can use these reference checks to confirm your gut feeling.
Beginning the work
Once you have chosen a planner, the first order of business is to determine whether your initial budget works.
At this point, your expectations should meet the realities of holding an event. An experienced planner can guide you in choosing cost-effective solutions and alternatives.
From there, the planner can proceed to do the heavy lifting. In order to ensure success and prevent costly mistakes, it is a good idea to keep communications between you and the planner open, especially when it comes to important decisions about the event.
Missteps can and do happen. That should not spell the failure of your event. If you are willing to explore alternatives and act decisively, both parties can come up with timely solutions that guarantee event success.
Remember that success does not rest solely on the shoulders of your planner. Give the planners ample room to maneuver, but be ready to step up to the plate during crunch time.
Born in 1979, Mahmoud Majed is the Managing Director at Level Production. He is a B.A holder in Business Management with 15+ years of relative experience. Prior to his role at Level, Mahmoud held a marketing directorship position for a leading holding group in the UAE, handling accounts in industries such as international retail and dining and pioneering the concession business department. Mahmoud also took on leadership roles in the high-end luxury sector. Mahmoud first moved to Dubai in 2001 and has called the country his second home ever since. He is a firm believer in the power of positivity and works hard on implementing happiness in the workspace.