Outsourcing Event Management

Outsourcing event management 

Especially in the current economic climate, many organisations are understandably looking to rationalise some of their in-house costs – event management can easily, professionally and successfully be outsourced, saving your organisation significant dollars without compromising on quality or professionalism.

So why bother, why even contemplate outsourcing when you have, for example, a combination of your PA’s and/ or marketing staff is currently performing the event management roles?

Will there be a saving, will it release staff time, and will there be tangible benefits to your organisation? Good questions!!

The short answer is that in most company situations, it is very simple to show and demonstrate strong and compelling rationale to at least consider outsourcing.

In the rapidly changing business environment that exists today, where it is critically important to “grab” any initiative possible, it has become even more important for organisations to focus time, energy and resource on their core business.

Spend the time focussing and running your business!!

Do the maths and calculate how much time it will take one or some of your staff to plan, organise and project manage a major function…..then double the time as inevitably you will have underestimated this time! Then multiply this by your hourly charge out rate. Could your staff’s time be better spent elsewhere working on your business?

Most people tend to think that they are good at planning and organising events, and indeed, we have all organised functions, parties etc at various times. However, putting it bluntly, the logistics and detail required with organising a major function or event can bring about challenges which can only really be resolved with the required experience and knowledge of event organisation. And what about the stress that inevitably occurs – isn’t it better to let someone else worry about the hands on “nuts and bolts”??

Question – do you really want to have your staff looking after all the responsibilities of organising a major function or series of functions….including the technical jargon and fine print of supplier contracts, let alone deciding on the best menu option and complimentary yet affordable “non supermarket shelf” wines!!??

Outsourcing the logistics and detail of organising an event to a professional event manager results in that event manager simply becoming a natural and seamless extension of your company, its objectives and values. You will work together as a team to fulfil those objectives

So what are the specific, tangible industry benefits that a professional event manager will bring?

  • Industry contacts/ knowledge and successful working relationship with key, required suppliers
  • Specific catering knowledge and experience – so important for the delivery and execution of a major function or event
  • Industry rates/ negotiating good deals with suppliers
  • Expertise in managing logistically challenging situations
  • Venue knowledge to tailor venues to functions
  • Technical expertise with the likes of sound, lighting and audio-visual requirements
  • Sourcing of suitable entertainment if required – MC, speaker(s), band, orchestra etc

And for that concluding thought, don’t forget that when you outsource and engage the services of a professional event manager you guarantee:

  • Expertise
  • Industry knowledge
  • Quality
  • Seamlessness
  • Professionalism

All of this has been gained over many years working in the hospitality and event business.

Now this should make you sleep better at night!

This article was written by
Ian Fraser of Hospitality Solutions Ltd

Ian Fraser has worked in corporate hospitality and
event management for over sixteen years. In this
time, he has organised over 800 functions and
events and project directed some very large
hospitality projects/ events.
In recent years, he has also been approached by
organisations to assist them in a consultancy role.


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