What companies hire event planners and why?
Most people have planned an event of some type during their lives. It might be something small like an intimate gathering to celebrate a loved one’s birthday or it could be a business conference for thousands.
While the size of the event affects specific elements, certain things remain the same. For example, the benefits of using an event planner typically don’t change based on the size of the event. Sadly, this task often falls to someone who doesn’t handle similar projects on a regular basis. If you find yourself in this situation and need help, don’t hesitate to turn to the professionals like those at Anticipation Events for assistance.
How can an event coordinator be of help?
Event planners take care of logistics
Event planning causes stress for many people. The fear of overlooking a major detail, the anxiety of choosing a venue that offers the desired amenities, the coordination of different vendors, and more, scare countless people. Things that can go wrong, will. It is simply a fact of life.
Event planners in Chicago love to coordinate these details. They are familiar with different venues in the area and can find the one that best meets your needs. They also regularly work with vendors, know who to trust and who to avoid, and know how to get the best deal possible.
Years of trial and error ensure the event management team doesn’t overlook any detail. This makes determining the appropriate room size easier, along with how much time will be needed to set up the event decor. Event coordinators know how best to select an alternate location if the event is to be held outside, because nobody wants to have their big day ruined by bad weather.
Coordinators who plan events make certain any technology required for the event is available and ready while at the same time determining transportation needs. Will valets be needed for parking, or will guests be transported from a different location? If so, how will they get to the event? The planner coordinates these details and numerous others, allowing the host to focus on the guests while actually enjoying the event. (1)
Event coordinators ensure communication
Communication remains key to a successful event. Event planners need to take a concept presented by the client and bring it to life. Doing so requires ongoing interactions between the client and planner to ensure the event itself is everything the host imagined.
The event planner needs to communicate with vendors to ensure all details mesh with the overall theme. For instance, the planner must talk with the vendors to make certain their employees dress appropriately for the event. Someone who does not regularly handle tasks of this type might overlook details such as this, which is why it is beneficial to have a professional on hand to see them carried out.
Businesses that choose to use an event planner find their leads and sales increase, brand awareness and affinity improve, and their credibility in the eyes of the public increase. Individuals who plan a small family gathering or other intimate event find they likewise benefit from using event planning professionals. Why?
In addition to handling the planning of the event, the planner interacts with the guests, takes on any social media tasks related to the day, and follows up with those who attended to obtain feedback. (2) Regular communication ensures all of the client’s event objectives are met. This is important to ensure the event runs smoothly from start to finish and guests have a good time.
Event planners minimize the stress of budgeting
Individuals planning an event quickly learn it can be difficult to stay within the budget. Working with an event planner helps to minimize the stress associated with this task. Event management providers obtain great rates because they regularly work with vendors. The vendors recognize they must provide a good deal to have the management team use their services again in the future. They also know who to contact to fulfill an unusual request. This can help ensure the event meets your every need.
This is only one way the event coordinator can assist when it comes to budgeting. The event manager also helps allocate funds for different portions of the event. For instance, the team understands how much of the budget should be used for food and how much is needed for entertainment.
Be aware that there might be times when the event planner must veto an idea. The host may wish to have something included that is simply not feasible because of the established budget. The planner understands how to find compromises that are acceptable to all while staying within the event budget.
For example, a couple may wish to have the entire bridal party escorted to the wedding venue in monster trucks. The cost of doing so is too high, and this element must be eliminated. The event planner explains why this is the case and offers alternatives. Here, the couple may arrive in a monster truck while other members of the party use a more traditional and less costly option. (3)
You can also rely on event planners when several ideas are presented. They offer information on how much each idea will cost and whether it is feasible. By presenting multiple quotes for different elements, they help the host determine which items are of most importance and which can be scaled back to remain within budget.
Event team factors in unanticipated expenses
One area where many individuals struggle when planning an event is in added fees. They simply aren’t anticipating delivery fees and other service charges assessed by many vendors and venues. The event management team factors these expenses in when setting the budget, so there are fewer surprises for the host.
While these fees might not appear to be a major deal, they do add up. This often leads to the host going significantly over budget. The planner makes certain this does not happen by accounting for added expenses during the planning process.
Event planners reduce stress
Forbes reports that event planning falls in the top five in terms of jobs with the most stress. (4) Only enlisted military personnel, firefighters, police officers and airline pilots have more stressful positions. These individuals face death daily, so it’s no wonder they experience a great deal of stress.
Employers must regularly find individuals to help plan an event. Many companies do not have an internal event planner. They recognize they need help and turn to an event coordinator for this assistance, which helps to explain why event planning jobs are sought after.
Individuals involved in event planning handle similar tasks every day and still find themselves overwhelmed. Imagine being able to take on the same duties when you have absolutely no experience in doing so. It’s no wonder countless companies and individuals hire someone to handle this task.
Why is this job so stressful?
One reason people become stressed when planning an event is that they try to compete with other events. The host might be trying to outdo the organization’s last event. New parents may be looking to impress family and friends. There is stress whether the event has 10 attendees or 10,000.
Event planners must be prepared to step into any role the day of the event. This means they must be able to thrive in high stress situations. Furthermore, there are constant interruptions because the event planner needs to be available to answer any questions posed by the host or vendors. Staff members helping the event planner might need guidance, and the planner must always be accessible to them. This means the planner is pulled in several directions at one time, which adds to the stress level.
The event management team also knows everyone’s eyes are on them. It’s hard to be in the spotlight. There is no way to please everyone, but that is exactly what the planner is asked to do. It’s no wonder this career is known for burnout. It’s easy to see how someone who doesn’t routinely plan events wants outside help. They don’t want the pressure.
Event planners take care of time management
With so many details to oversee, a host might run out of time to get everything done. Deadlines must be met, deposits paid in a timely manner, and more. Because the event is a fixed date, these items aren’t negotiable. An event planner ensures every deadline is met and all deposits are paid. But their time management work doesn’t end when the event begins.
The event management team remains on site to ensure the event runs smoothly from start to finish. Events typically have a schedule that must be followed. The host then ends up spending time watching the clock to make sure each portion ends on time.
It can be difficult to determine the time needed for each portion of the event. There is a reason award ceremonies tend to go over their allotted time. Celebrities give speeches when they are presented with an award, and these speeches may drag on for an extended period. Don’t allow something like this to happen and derail your careful planning.
Leave this to the event management team and enjoy the event. The team ensures everything moves forward without a hitch and all elements of the event occur as planned. The host sits back and enjoys the company of those who are attending.
Who benefits from the hiring of an event planner?
Everyone benefits from hiring an event management team, regardless of the size of the event. New parents who are planning a party to introduce their bundle of joy find hiring an event planner eases their stress and allows them to focus on the newborn and loved ones rather than details of the party. The same is true for someone organizing a three-day conference with thousands of attendees. While the host for this type of event will still need to address any last-minute questions that arise while the conference is taking place, most work will be handled by the event management team. This, in turn, allows the host to engage with visitors and ensure they are having an excellent time and want to come to other events in the future.
Contact our experienced team today
If you have been put in charge of an event for your family or your job, contact the event planners at Anticipation Events to help. Doing so ensures the event runs smoothly from start to finish and you get to enjoy, too.
- Rochester Institute of Technology
- Smart Insights
- Event Birdie