Outsource or DIY? When (and how) you can use event packages and specialists


Courtney Jeffries is CEO of Virtual tablesa virtual event solutions company designed to recreate live on-site experiences.

When it comes to events, the idea of ​​outsourcing event creation may sound like an unnecessary extra expense. What many organizations and leaders underestimate are the efficiency and cost-effective solutions that outsourced event expertise can provide when production and event specialists are not available in-house.

Marketing initiatives have evolved significantly in recent years to adapt to increasing demand and expectations for accessible, efficient tactics that ensure seamless event execution and experiences. But despite this increased importance, most organizations are still ill-equipped with the knowledge, resources and in-house event planning teams that would enable them to achieve the desired results. So what’s the solution?

Outsourcing to one-stop-shop event packages offers event planners who have limited time and resources the ability to coordinate a successful, well-rounded event that utilizes internal resources, without compromising time allocated to other parts of the organization are spent. It can also lead to higher ROIs due to the event tactics being developed and streamlined by focused experts in the field. And with the right partner, organizations can still feel confident that their event feels authentic to their brand and aligns with current trends that make an event successful in the eyes of their audience.

However, when outsourcing to an event specialist, there are certain best practices that organizations should keep in mind for optimal execution. In particular, organizations should invest time in establishing and communicating clear needs and expectations for the event. While organizations can anticipate event planners making some decisions themselves, it is vital that the KPIs are stated and agreed upon to provide direction for specialists to understand and execute the holistic vision. Maintaining a continuous flow of communication between all participating groups ensures that the event runs smoothly and all goals are met.

Another way to implement when working with event specialists is to do detailed research to ensure this partnership is the right fit. Reviewing the past work and experience of a variety of event specialists can provide important insights during the selection and hiring process.

Aside from the tactical requirements that make a partnership suitable, such as budgeting and time management, the weight of a specialist in aesthetic design, event or people management styles, and portfolio creativity will further ensure that an organization’s expectations are met. met.

Some event specialists may be better suited to different events due to their different areas of interest and expertise, so it’s important to do the research and align with the specialist before committing to this partnership.

Planning as far in advance as possible is another helpful practice to aim for, although understandably this can’t always be achieved. Working with event specialists allows for more seamless planning and ensures that the specialist can best execute an event that effectively engages attendees and aligns with an organization’s brand.

In the case of a shorter timeline where planning ahead is not an option, outsourcing to an event specialist is still possible, but decide for yourself whether this is the optimal choice for your situation. Event Specialists have the refined skills and key industry connections to execute an effective event in a shorter timeline, eliminating the risk and panic of an ineffective production due to time constraints. However, this is also where the communication element will be paramount so that the specialist has everything they need to meet the requirements and expectations for the event.

Hiring a dedicated event specialist who combines event execution with in-depth industry knowledge ensures that nothing is overlooked in the planning process. Without this asset, brands could inherently create risk around fundamental event errors, omit a competitive advantage over their competition, miss finer details, and most importantly eliminate the ever-important goals of database growth, future revenue generation, and customer loyalty.

By following the best practices above when working with event specialists, brands gain access to more meaningful industry tools and knowledge that save costs and create packages that provide tailored solutions for each client’s event.

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