If asked, what do most companies value and care about mostly? A good amount may respond with saying saving money, time, reputation, business relationships and their staff.

The unfortunate truth is that there is sometimes a stigma attached to hiring event professionals. Most will think of event producers as just a ‘party planner’ or an unnecessary expense costing a company an added budget line to their event. The truth is quite the opposite.

An experienced event producer can actually save companies more money and are not the same as ‘party planners’, but rather experts in a wide range of skill sets that require them to ‘wear multiple hats’ that will ultimately benefit a company.

Often businesses will make the decision to attempt it on their own to host and produce an upcoming conference or event. However, typically they do not know the inside industry tips, tricks or have the vendor contact relationships that help save them money, time, and reputation which could sacrifice the integrity of their event.

Money is usually top propriety. So, experienced event professionals have a plethora of vendor contacts in their reach at all times and are skilled negotiators to appropriately gain best rates.  They know the importance in developing these relationships, as do the vendors; and work their way to be a ‘preferred vendor/partner’ in return offering deeper discounts to that specific event professional versus directly to a company who may contact them. Discounts can range from 10% up to 25% less through an event producer that can be passed along to the client; which all adds up in end.

As the old adage states, “Time is money” – especially in business.  

To avoid unnecessary stress on your staff and distracting company productivity from daily operations, an event professional can do the job more effectively and efficiently. Event professionals have years of experience and can organize and execute the event in less time than the company could do so; which allows staff to focus on their prime responsibilities.

Also, event professionals know the current trends, best practices, budget-saving tricks and pay attention (and track) the multitude of details that companies often overlook.  

Details are essential and that can take time in itself to make sure all areas are covered from program development, research, working with vendors that match the specific event, event design and scripts, budgeting, marketing, sponsorships to the various on-site day of event needs. Even with all the planning, there will still be unforeseen situations that you need to be prepared with Plan A – Z ready to execute, if needed.

Since an average event can require the participation of ten to twenty vendors, and vendors must be researched, booked, contracts checked, scheduled on a timed agenda, and managed for contractual compliance; staff do not always have time to handle all of these details for each vendor.  

Most companies don’t always realize that vendors take up an insurmountable amount of time, and underestimate the amount of time that is taken by communicating with vendors and producing an event from beginning to end.  This is a huge area that staff are then stretched thin and need that added support.  

Companies should think of an event producer as an extension of their company.   

A company’s brand and reputation can be affected on how an event is presented and marketed, so everything must be thoughtfully planned and executed for a positive experience for stakeholders, attendees and staff.   An event producer can handle the behind-the-scenes needs, while your staff can enjoy building business relationships at your event.

Event professionals are contracted to be a solution for as little, or as much support, required to produce a successful and seamless company meeting or event.  Rest assured and take advantage of knowing when you hire an experienced event professional that they also desire to deliver a positive and memorable experience for your company’s event.