Inspired Incentives

The Benefits of Outsourcing Meeting/Event Planning

Posted by Kate Cardoso

Fri, Aug 05, 2016 @ 09:13 AM

meeting and event planningWe recently had a company approach us about planning an event for them to celebrate a very important, company-specific anniversary. Initially, this company was deciding between two options: they were either going to organize an internal committee to plan and execute the event, or they were going to outsource it. A member of the committee was our contact and professed concern about their ability to plan an event of the size and complexity that they envisioned. This concern was due to the fact that the committee members all had regular full-time jobs and not a single member had any real experience with event planning. We presented them with a price for our services that was very fair based on what they required; however, when compared to what this company had paid in the past for their event planning — i.e. $0! — the amount suddenly seemed rather high to them.

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This situation is not uncommon. Companies that have previously planned and executed meetings/events using only internal resources come to us requesting a quote for our enhanced services, and then experience sticker shock no matter the amount. What these companies don’t take into account, however, is the following:

  • Internal resources DO cost money (salary, benefits, etc.)
  • Using an experienced meeting/event planner naturally increases the value of an event. Experienced meeting/event planners know what to do and how to do it well. They are able to leverage existing relationships to provide the best possible price and experience, and can troubleshoot any unforeseen issues that may arise. These are skills that can only be acquired through experience.
  • Sometimes the extra commitment of internal resources to plan an event can waiver due to their primary roles and responsibilities at the company. (After all, their priority will always be the jobs they were hired for.)
  • Using an internal committee without meeting/event planning experience can end up costing much more than expected because of hidden fees and add-on costs that an experienced meeting/event planner would include in their pricing from the beginning.

If your company currently plans its own meetings/events with an internal committee or volunteer staff, we encourage you to consider speaking with an experienced planner to find out how your next meeting or event can be the best one yet!


Topics: Meetings & Events, Group Incentive Travel, Travel Destinations

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