The Benefits of Working With a Corporate Event Planner

Introduction

In the beginning of 2020, while in the throes of a global pandemic, most every person and industry were impacted one way or another. Some of the hardest hit were events and travel industries. We are now living in a world of pre and post-Covid, where most things are analyzed by their standings before and after the pandemic. While things will never be the same, for better or worse, in some respects travel and events have improved for the better. Companies have been more mindful with spending, such as allowing associates who need or want to telecommute into meetings, to do so or conducting interviews via the phone or a video call without always requiring in person meetings before hiring.

Since the world started opening back up slowly but surely at the end of 2020, companies have been modifying what that looks for their associates for in person meetings and travel. A hybrid model is a concept that seems to be here to stay. But whether an in person or hybrid meeting, it takes a lot of pre-planning and coordinating to go off without a hitch. A lot of moving parts goes into planning an event and travel arrangements, especially with large events split with people being in person and virtual. Many companies do not have in house event planners, so the tasks fall on employees who do not have the knowledge or bandwidth to plan a company’s event.

Have you have ever needed to coordinate travel arrangements for your companies’ executives, plan a holiday party for your organization, or organize an office meeting and been completely daunted by where to begin and how you will get it all together in time. Does it seem like everyone else is running circles around you and you have no clue how they pull the event together flawlessly all while simultaneously executing your actual job. If any or all of this resonates, take a few minutes to read this post on the benefits of working with a corporate event planner and some of the many services offered.

CW Travel Concierge Event Planning Background

In 2009, I took a job as a Grant Writer for a non-profit. Much of my time here was spent assisting with planning and executing events for the organization. At the time I had no idea that this would be catapulting me into my career for the next 15 years. Shortly thereafter, I took a role in banquets at the Ritz Carlton Hotel. I learned from this role the basics of how to setup an event, how to make a buffet conducive for a guest, and how to problem solve on the fly, among other skills. What I also learned from this role was that this was the industry I wanted to expand my career into. An industry where I got to meet new people, see the world, have a mix of sitting at a desk with being up and about meeting with people, as well as role where I am helping to make my customers lives a little easier and less stressed. So thus began my career journey selling, planning, and executing corporate events and travel. I expanded my career to the Director level within six years. I not only handled selling and managing multi-million dollar, large scale events for some of the country’s largest corporations; I also expanded to managing teams of sellers and planners, managing up to ownership, and handling the events reporting for organizations I worked for.

Reasons To Work With An Event Planner

I have worked in a corporate environment most of my career and have worked with every type individual when planning their companies meeting and events, from a company’s event planning and marketing teams to the office manager and CFO. Many times, the daunting task of planning and executing an event is put on the shoulders of someone who does not have the bandwidth to add the extra tasks that come with putting together events. Even if the individual could try and find the time to squeeze in the additional work, a lot of times it is not tasks they have executed before. So not only do they not know where to begin, they may not have the resources that many event planners have built up over the years. Some of these resources are having a Rolodex of the highest rated venues and vendor contacts with the best prices, venue and vendor discounts, a regional expert for activities and transportation, and contract and billing knowledge.

What You Will Get From Working With An Event Planner

1. An Event Planner will provide a wealth of knowledge in the industry. From the best vendors, best venues, best locations, best menu options, to the best route to avoid during rush hour and where to park.
   

2. An Event Planner is a person who has executed countless events and encountered most every obstacle and objection. They can pivot on a dime when a situation arises, and a situation will arise. This individual is key for most everything from when your executive team is stuck in the airport on their way to the event, to the audio visual going out right before the CEO’s presentation, or a vendor not showing up an hour before a company meeting.
   

3. The Planner you work with will have a lot of key contacts in the industry to get you the best services, entertainment, vendors, and venues to elevate your event from an ordinary engagement to a memorable and successful one.
   

4. The right Event Planner will sweat the details for you. Not only will they handle the major situations that arise, but they also think of a thousand little things most people forget even before they happen.
   

5. This individual will give every person at the meeting or event an opportunity to learn, grow, and enjoy versus spending time sweating all the minutia that goes into planning a company meeting, event, or off-sight.
   

6. A sign of a good Planner is a person who goes into an event, even one they didn’t plan and can immediately spot areas of opportunities. Their minds never shut off on things that can be improved immediately and for future events.

What To Look For When Hiring An Event Planner

1. Someone familiar with the location of your event.
   

2. A person you are comfortable with as they will be speaking on you and your companies’ behalf.  
   

3. There is a benefit in hiring a person with more years of experience in the industry as this the guarantees more contacts from different venues and vendors.

Conclusion

So many companies and industries are cutting back more than ever before since Covid-19. A lot of the departments have been reduced or dissolved such as sales, marketing, recruiting, events, and more. While the bottom line is always a factor, the bigger picture needs to be taken into account as well.

Event planners are not just individuals planning after hour ragers. Most corporate event planners oversee sourcing vendors and venues, contract negotiation, coordinate speakers, book attendees travel arrangements, oversee all the documentation such as event registration and seating charts, on-sight production from setup through breakdown, menu selection, entertainment, vendor payment, and much, much more.

Hiring event planners is also time and cost effective, that can put money back into a company’s bottom line by allowing the company’s employees to focus on their primary functions.

For more information, to book event planning services, or just to pick my brain, please visit CW Travel Concierge for additional details and contact information.