Planning events for organizations of any size is stressful and it can be complicated. The bigger the event the more complicated it becomes – so many moving parts. For small businesses, event planning tasks are often delegated to administrative staff with some oversight. For larger businesses and corporations, specific employees or teams of employees are assigned these projects. There are very few large corporations with internal departments and teams dedicated solely to event planning and management.

Communities, large corporations, and public entities often outsource event planning to companies that specialize in it. There are good reasons for that. No matter who is planning your next event, the goal is universal. Take a concept, theme, or special occasion from an idea to a phenomenal event. One that wows attendees, makes news and is long remembered. Other goals, of course, include careful attention to the details and staying on budget. All that said, today we share the top 5 reasons to hire event planning pros for your next event. 

1. They have the systems and software. For the admin or in-house team delegated to event planning, a system may be as simple as a combination of checklists and spreadsheets. Other systems and software can be cost prohibitive. Professional event planning and management companies invest in software systems like Attendease, Eventsquid, Asana, and others. Some choose to invest in customized systems that can cost tens of thousands of dollars. Pro planners specialize in planning memorable and impactful events. It is all they do and they rely on specialized tools and software to do it well. The best software systems are expensive, but for the pros, it’s an investment in their business.   
2. They have dedicated planners. Professional event planners dedicate personnel or teams to each and every event. Again, these teams focus on only event planning. For smaller events, there may be one dedicated planner attending to the details. For larger events, there is a coordinator or project manager supported by a dedicated team of resources. In either case, the event coordinator or project manager is responsible for every detail and is available to answer questions and keep clients updated every step of the way.
3. They have the latest tools and resources. Professional planners are up to date on available resources, including the systems mentioned before, and much more. Event planners don’t usually have all of the elements necessary to pull off a great event – tents, tables, chairs, decor, lighting, flooring, audio and video services and specialty indoor and outdoor set ups. They work closely with vendors and suppliers who are carefully vetted and have a proven track record for reliability. The best tools and resources are a key part of the planner’s success and reputation.
4. They are committed to budgets. With all due respect to the admin or one-off event planner, the professionals are great at working with budgets. In fact, establishing event budgets are among the first and most important steps in planning a great event. Then, once goals and budgets are in place, planning teams work diligently with vendors, suppliers, and other resources to ensure projects meet goals and expectations without breaking the bank. 
5. Reduced Stress. This is listed last but probably should be at the top, and it applies equally to private, corporate, and nonprofit events. Professional event planners and managers are committed to reducing stress for clients. Stress is contagious and can turn a celebration into a time of frustration for honorees, stakeholders and guests/attendees. The pros are committed to every aspect of the event and are well equipped to handle issues that pop up – and they do pop up – and deploy evasive action to get the event back on track seamlessly. Planners handle everything up to and during the event, so clients need only to relax and enjoy it. 
   

When it comes to planning a corporate, nonprofit, or private event the details involved can be overwhelming. Every type of event has its own set of details and challenges – none of which have to turn into event disasters. Professional planners and managers know how to avoid the most common disasters and are equipped to turn other issues into successes. They have the systems in place, and creative and organized teams ready to work together to reach your organization’s goals for your event, all while staying on budget.  

What are your goals for that next big event? 

Chris Kuban started Chemistry Multimedia with a vision to effectively formulate corporate and non-profit brands across the country. In doing so, he has become an expert in Media Relations, Event Management, Social Media implementation and video production.  He engages, coordinates and oversees a diverse team of local and national suppliers, vendors, employees and consultants, allowing him to successfully coordinate over 120 national events focusing on overall logistics, media relations and his clients expected ROI. Follow him on Twitter or connect with him on LinkedIn.