Updated: Dec 16, 2021
This is not the time to reach for that Do-It-Yourself 13-Step How to Run a Live Event “Cheat” Sheet that you bought for $27. Perhaps you've been planning your event in your mind for years or maybe you had an event scheduled and were forced to postpone. Or, you’ve hosted an event and are ready to level up the experience, or maybe your previous event failed to meet your expectations and hit your goals. Regardless of which situation you are in, a professional event planner/producer will help you plan and execute the event of your dreams!
Now that venues are opening and restrictions are lifting, you are more than ready to connect with your audience in person. You want tens or hundreds or even thousands to attend. And you’ll use everything in your toolbox to make that happen, including spending weeks perfecting your marketing materials so they look “just right.” You’ve stepped way out of your comfort zone on this one in order to grow your business’s brand, reach, and bottom line.
Difference Between Vision and Execution
As a business owner, you know the difference between vision and execution. In fact, your business growth has been a direct result of your ability to hold a vision, execute, make mistakes and reiterate better the next time. When it comes to your live event, failure is not an option.
A professional event planner knows how to strategically and successfully plan and produce your event and has the experience and track record to prove it. And she knows the pitfalls that can only be learned from experience.
What are the benefits of having an event planner?
1. Finds The Perfect Venue and Makes Sure You Are Contractually Protected
A professional event planner has relationships and experience working with a wide variety of venues and knows how to find the perfect venue for your event that will “wow” your attendees. A planner also knows the ins and outs of negotiating a contract, ensuring your attendees receive the lowest possible hotel rates, and you gain the most value with additional services (concessions) negotiated into the contract. Speaking of contracts, a planner is familiar and comfortable with all the legal language within venue contracts and works on your behalf to ensure you receive the maximum protection for your event. You can sleep easier at night knowing the legalities are handled. Venue contracts are written to protect the venue, not the host. An experienced planner knows the clauses and terms that should be included (and often times need to be added) to ensure you are protected, and the areas to negotiate.
2. Saves You Money
In order to save money, some entrepreneurs choose to plan their events themselves. The truth is, hiring a professional event planner can actually save you money. A professional planner knows first-hand where you can afford to cut costs, and where you should not.
Your planner is going to understand your vision and knows how to execute that vision within your budget. For instance, maybe you want a blue giraffe in the room. Your planner is going to help determine the real purpose and benefit while finding the most cost-effective way to execute this vision. Who knows, maybe a purple elephant is actually more cost-effective and accomplishes the same goal.
They also know how to select the most cost-effective venue and have the skills and knowledge needed to negotiate with the venue for the best rates and perks that “out-of-industry” people may not even know to ask for. Planners also have established relationships and connections to vendors that offer lower prices (direct to the planner) on many of the expenses associated with an event (not to mention their negotiation skills are always hard at work for you)!
And, of course, there is the budget. An event planner can help you establish a budget, and stick to it, and, by taking care of all the details — not leaving anything out — they also save you money on last-minute contingencies.
*Did you know: The entire fee you pay your planner (along with event expenses) can be written off on your taxes as a “marketing expense”.
3. Saves You Time
One of the biggest downfalls to planning yourself is the amount of time you lose, and if you are not a professional planner, it will likely take you even longer to accomplish all the tasks at hand, and you run the risk of missing important details and having things slip through the cracks (You don’t know what you don’t kn