Are you sure you can plan this event by yourself?

Whether you’re preparing for a product launch party or participating in a trade show, planning a corporate event can be labor intensive and overwhelming. You might make a big mistake by attempting to plan your event without any support, so why not lessen your stress by utilizing a professional third-party event planning agency to manage your design and production needs? Don’t worry–I won’t tell anyone that you had help.

Are You Sure You Can Plan This Event Without Help?

Benefits of outsourced event planning

There are many benefits to outsourcing the design and production needs for your corporate events and meetings. In addition to identifying preferred venues, negotiating vendor pricing, and completing necessary event registrations, a third-party planner works closely with a client to develop a strategic and cost-effective plan that communicates the company’s message.

Here are some of the ways that your company can benefit from getting professional help with event design.                                                     

Improvement in your company’s productivity

Planning a corporate event from start to finish can involve a lot of time and many steps. By outsourcing the work to an event planning professional, your employees are able to continue concentrating on their normal job duties, and your company will remain productive.

Reduced costs

Paying a third party to plan and manage your corporate event often ends up costing less than if you had to pay an internal employee his or her hourly wage to complete the same tasks.

Innovative branding

Using an outside creative agency to design your event logo and marketing content can provide a refreshing and innovative perspective on your brand.

Optimal efficiency

A professional who plans corporate events and meetings for a living will most likely be more efficient and effective than an internal company employee who does not plan events on a regular basis.

Conservation of time

Professional event planning firms have a network of vendors and venues that they frequently work with. Having these resources at their disposal allows them to complete tasks quickly. It would take an internal company employee a significantly longer amount of time to research and find the same resources.

Reduced rates

Professional planners are able to identify discounts and can often save you up to 10 percent in negotiated rates with venues, rental suppliers, caterers, photographers, audio-visual production teams, florists, and other event vendors.

Increased savings

If you plan to consistently use the same firm to coordinate several corporate events throughout the year, you may be able to negotiate a reduced planning fee in advance.

 

Types of events

Corporate events often play a major role in the marketing efforts of a business. That’s why it is critical that your company’s message is clearly communicated at these events through the use of displays, logos, and other marketing materials. Common corporate events include conferences, conventions, trade shows, grand openings, new product launches, fundraising events and galas, corporate meetings, and destination management services. Corporate functions, such as company retreats, team-building activities, and holiday parties, are also important events because they help boost employee morale and promote optimal productivity.

 

What services will a third-party event planning firm offer?

Depending on your needs, an outsourced firm can manage your event from start to finish, including:

The planning stage

During the planning stage, the company must establish the purpose of the corporate event. For example, some events are held strictly for marketing purposes, while others are conducted for the purpose of employee development and team building.

Once the reason for the event has been made clear, a third-party event designer can help create marketing copy, such as logos, flyers, programs, presentations, advertisements, handouts, videos, invitations, and social media promotions.

The success of many corporate events can also depend on crafting eye-catching signage that makes an impact. Whether you want to use your current logo or develop a whole new design, Propoint’s team of professionals can work with you to conceptualize your display area and create signage that ensures your booth will be a three-dimensional representation of your company.

Some agencies, including Propoint, offer both high-level presentation design services and on-site designer support, coordinating with speakers to ensure that their keynote presentation and all other technical needs will be met during each speaking session. Having this level of personalized assistance in your corner will help ensure that the creative objectives for your event are met.

During your event

On the day of your function, the outsourced event planning firm is responsible for managing the flow of the event to make sure that it is executed to your specifications. This may include coordinating shipments of the marketing materials to and from the show or event space, providing necessary staffing, categorizing exhibit structures, as well as setting up props, booths, signage, and exhibits.

After the event

Once the event has ended, the outsourced firm will dismantle onsite exhibits and booths and will also categorize and store select exhibit structures and signage. The firm will also follow up with attendees of the trade show or event and prepare a post-show report to review with the client.

 

Is a third-party planning firm the right fit for you?

Once you’ve determined that utilizing a third-party planning firm is the right fit, the next step is to contact a design agency to work on brand development and creative design for your corporate event.

 

Read more:

Should you extend your company's core team by outsourcing?

The Propoint Team

Written by The Propoint Team