Event planning is not as easy as many people think. Even a little in-office function requires a lot of planning and organization. Well, planning isn’t the difficult part; it is the execution of that plan. To many HRs, an event planner is an additional expense they can avoid by doing things themselves. But do you have time to plan an event meticulously? HRs have a lot of responsibilities, and they may unintentionally prioritize other duties over hosting the event. Event planning requires a lot of time and effort, and if you cannot put in that much time and effort, you can always take the help of an event planner. They are professionals with years of experience and resources to organize any event perfectly. Apart from reducing your workload, there are other reasons you should hire a professional event planner for corporate events.
Even if you consider yourself incredibly creative, you’ll eventually read an online post seeking corporate event inspiration. On the other hand, event planners are aware of what is popular, the types of themes that appeal to people, and the themes that appear in corporate events the most frequently. They’ll assist you in choosing a theme that is special and perfect for your staff.
The one planning the event can never enjoy it. They have to work before, during, and even after the event. Even HRs deserve a day to enjoy without the stress of getting things done as per the plan. By hiring a good event planner, your involvement would be only during the planning stage. After that, you can leave the job to the planners. If you want to, you can monitor their work to ensure that things are on track.
Even if you develop a concrete plan, last-moment changes will happen. Your senior might recommend some changes, or you get a better idea than the one planned before. For HRs, making these last-moment changes can be too hectic. Even a small change, for example, changing the tablecloth’s color, can complicate things. If you are dealing with a decorator, they might refuse to make changes after decorating the venue. On the contrary, the planner can smoothly adjust the plan as per your requirements. They know people who can arrange things that you want in no time.
Although you are paying the planner for their service, you still benefit from this deal. Let’s take a simple example; an event planner naturally has a good relationship with a venue owner. They must have received so many clients thanks to the event planner. When two businesses try to maintain good relationships, they always share some benefits. The venue owners can agree to give a discount on the venue, thus reducing your investment. This is just one example of how event planners can prove to be cost-effective; imagine all the potential cost savings you could achieve if you worked with a seasoned event planner.
Emergencies will always happen in a live event. When the host says we got technical issues, it is pretty much clear that there is something other than technical issues. The attendees at the event will have a negative perception of your business due to bad event management. Event planners always prepare a backup plan in case things go wrong. Additionally, they are skilled at controlling the crowd by diverting their attention away from the immediate issue.
When planning an event, you have to deal with all sorts of services and suppliers. Event planners are better at negotiating a better price and acquiring what the client wants.
You need a lot of services to organize an event. If this is your first event, you might have to start by looking for businesses near you on Google that can help you out. Since event planners are from the industry, they are always in touch with the right people. Therefore they can bring your ideas to life in the most accurate way.
Your lack of experience will result in a lot of blunders. The most common mistake people make is selecting the wrong venue. The venue is sometimes too small to accommodate the number of people invited. Besides the size of the venue, there are other issues like connectivity to the venue and weather conditions. Such a blunder will make your event the talk of the town for its silliness. Don’t let your efforts go in vain. Get help from a professional who knows the right thing to do.
Event planning is not a piece of cake. We think it is easy, but it is not. You require a robust team, contacts with decorators and suppliers, the ability to negotiate a better price, a list of available venues, creativity, adaptability, and much more. Alternatively, you could hire an event planner and host an event that might have seemed impossible.
The success of your corporate event depends on how it influences the bottom line of your business.
Whether you're planning a grand gala, an impactful conference, or a team-building retreat, Helios Event Productions is dedicated to delivering unparalleled event experiences tailored to your organization's unique needs.
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