Organising and holding corporate events such as conferences is demanding. For those organisations and businesses for whom it is not a speciality, it can prove daunting.
However, for some, the imperative is to keep things in-house and organise everything themselves.
You may relish a challenge, but what happens if you bite off more than you can chew? What are the consequences of holding an event that fails to meet your attendees’ expectations, or worse, goes disastrously wrong?”
Have You Got the Right Resources?
Corporate event and conference planning is a full-time job. And it requires a high degree of knowledge and insight. So, if you’re considering doing it in-house, you should have a key staff member committed to it.
Not all organisations hold conferences and similar events so regularly that they will have someone employed full-time to focus only on this.
If you have got someone in this role, will they be juggling with other day-to-day responsibilities? Will they be properly free of distractions to plan the event?
The same applies to the experience, management skills and technical knowledge involved. You cannot simply allocate conference planning to what you consider a safe, but spare, pair of hands.
- Leading a team
- Having the authority and credibility to do so
- Having the right experience in budgeting
- Keeping track of all the finances involved in putting a large event together
The Advantages of Outsourcing
Using a specialist for conference organising and management means having a fully focused, dedicated resource tasked with achieving your objectives.
For an event organiser, the success of your event is their bread and butter. Their professional reputation, and livelihood, depends on it, therefore, if you choose the right event planner, you get a high level of commitment
Events specialists typically have access to better deals with providers of venues, travel and accommodation because they have carefully nurtured these connections.
They combine this with superior technical know-how, skills, experience and a keen understanding of managing budgets while bringing creativity into the mix.
With outsourcing, you’re getting a breadth of expertise that means you can be sure all aspects of your event are covered, from infrastructure to small but crucial details.
Are You In or Out?
Not all businesses willingly embrace outsourcing as a solution to organising events. Some may have issues regarding trust, and feel that giving control to a stranger is a step too far.
Similarly, they may have concerns about the cost, and whether they should pay for external help.
Even though outsourcing conference planning can end up being extremely cost-effective, it can be difficult for companies to see this from the outset
There is, however, a third way to conference and event planning.
It is a form of insourcing. The organisation or business keeps control of the event, with its own delegated planner, but it brings in outsourced expertise from an external event planner on a consultancy basis.
Providing both parties are clear about roles and responsibilities from the start, this can prove to be a workable and successful solution to the question of whether to outsource conference planning.