Organizations often spend too many hours trying to turn a marketing department, human resources team or group of volunteers into a makeshift event management company.It seems like a “fun” project until the hours stack up and the reality sinks in.
Events have many moving parts and require an extensive knowledge base. An event manager’s job is to oversee and arrange every aspect of event. This includes the assessment, definition, acquisition, allocation, direction, control, and analysis of time, finances, people, products and services.
Five reasons why your event needs a professional event manager
1. Experience and Expertise
Event management is a complex and detailed skill, which often takes a great deal of experience to harness. Qualified event managers have the experience and expertise to understand and work with all the issues associated with managing an event. They can be trusted to swiftly analyze challenges and provide creative solutions. An event manager brings best practices to the table and strategically guides your organization through the development and implementation of your event.
2. Cost Savings
Event managers know exactly where money gets wasted and where costs can be cut. They build relationships with suppliers and receive discounted rates that are passed on to the client. Also, oftentimes staff or volunteer time is not factored into the cost of event production – however these costs are very real. Event managers have the processes in place to streamline service delivery. What may take your team 20 hours of time may only take an experienced planner six.
3. Time Savings
Your work and personal obligations may not afford you enough time to properly plan all the details of your event. By hiring an event manager, you delegate all the planning and execution duties so that your work and life aren’t consumed by the extra responsibilities. Your time will be directed where it counts most – to offering your expertise on the organization, audience and resources. In addition, your involvement with the event will be connected to the areas that provide your organization with the best return on investment; making new contacts, representing your organization and learning from the educational opportunities.
4. Contacts and Resources
Event managers not only have all the contacts and resources required to manage your event, but they also have built relationships with these vendors. They have vetted out those who meet their expectations in regard to service and price, and know who they can push, who they can ask for favors and who they can ask for advice.
5. Risk Reduction
One important element of event management that is often overlooked by volunteer committees or staff is risk management. Events are beset with potential risk. If you are lucky, nothing detrimental will occur, however if you aren’t you could cause harm to others, face lawsuits or fiscal damage. Event managers are trained to know how to best avoid, mitigate, transfer and accept risk throughout the planning process.