No matter what type of corporate event you’re hosting, event planning can really take on a life of its own. From coordinating with multiple vendors, coordinating guest lists and making sure all tasks are completed on schedule — it can be a lot to handle, especially if it’s not your primary job.
Needless to say, depending on the scale of your event, if you give you and your team enough time, everything can easily be coordinated amongst all of you if you divide up the tasks properly. With that said, hiring an event planner can take away the hassle and pressure of having to handle unforeseen planning issues down the road. At the end of the day, hiring an event planner depends on what’s best for your team and the success of the event itself.
If you’re still on the fence about whether or not you need to hire an event planner, here are some things to consider to help you make that decision.
A big thing to consider before planning any corporate event in Toronto is the amount of spare time you think you’ll have to plan and coordinate everything. Depending on how big it’s going to be and how many people you have on your team to help you coordinate, it can easily eat up a major chunk of your time and resources. When it’s not part of your regular day job, it can be a lot to manage especially if your 9-5 is already chaotic. If you don’t think you’ll have enough time to allocate to your event, hiring an event planner can help take that off your plate so you can focus on more important tasks.
The Scale Of The Event
The scale of your event might dictate whether or not you want to outsource help. Small events like panels or networking events can easily be managed by you and your team, but if you’re planning a large corporate event in Toronto such as a summer soiree or product launch, you might want to hand it over to the professionals. Larger events typically mean there’s a lot more at stake for you and your company and you want to make sure it all runs right. If your team is inexperienced at event planning, tasks can easily fall through the cracks when organizing a big one for the first time. To give you that peace of mind and assurance that it all runs smoothly, opt for an event planner who has the experience and proven track record of handling large parties.
Event planners who have been in the bizz for a long time, have a deep network of connections that can benefit you as you plan your event. From venue connections, caterers, sponsors and more — event planners capitalize on their relationships by striking economically beneficial deals that wouldn’t be available to you had you approached them on your own. Because planners have developed these relationships for a long time, they get preferred rates, which will ultimately leave more money in your pocket.
In addition to that, because your planner has probably worked with these vendors in the past, they can also vouch for their quality in services. You can trust that no matter who you’re hiring — whether it’s a DJ or caterer — if your planner has given them the stamp of approval, they must be good.
Takeaway: Figure Out What’s Manageable For You
Still on the fence on whether you should hire an event planner? Sit down with your team and go over your timelines and list of tasks that need to be completed ahead of the event. Run through all the items and see what’s manageable for you and your team to handle within the proposed timeframes. If you find that there’s too many miscellaneous tasks to keep track of, outsource the help so you can focus on more important items like securing special guests or putting a social media campaign together to help promote the event.
Event planners can save you time, stress and can execute your event goals in ways you may not have imagined. But doing it yourself can save money and strengthen your own event planning skills in case you have to do it again in a couple months. No matter what you decide, make sure you’re doing what’s best for your team and the event so that it’s a total success.