Should I Outsource My Event Planning?

In recent years, outsourcing seems to be more common with all kinds of companies and industries. In fact, the global outsourcing market was estimated to be worth $92.5 billion back in 2019. Due to the pandemic, some businesses have probably considered outsourcing at one point or another even if they have never done it before.

The best thing about it is that you can outsource almost any task or project, including your event planning. It’s a great chance to reduce expenses, have more time for other activities, etc. 

Why Should You Outsource Event Planning?

It’s worth discussing the main reasons why someone would want to outsource in the first place. As mentioned above, you can outsource pretty much anything, but if you are focused on event planning specifically, there are some major benefits to it. It’s not just about having a virtual assistant who can help you out with some personal tasks – it’s so much more than that. Here are the main reasons why you should outsource event planning:

• Time: Event planning takes a lot of time, especially if you aren’t experienced in it. All the different aspects of the event, all the little details that need to be considered, all the preparations require you to spend a lot of time on planning. Moreover, these things can quickly become overwhelming when you have a deadline. If you outsource your event planning, you don’t have to spend the time on all of these things and can instead pay more attention to other projects and tasks.
• Value: While this is not something many people consider, it’s actually a huge benefit to outsourcing event planning. Experienced event planners have the necessary skills, expertise, and even connections to help them plan your event successfully. In other words, they bring their own value that is so useful for event planning.
• Experience: Speaking of experience, this is where professional event planners excel the most. Working with an established event planning company means that you will have people with years of experience in event planning working on your project. Experience is crucial in event planning as it allows planners to reduce potential risks, make the right choices, and stay level-headed in challenging situations.
• Expertise: In addition to experience, professional event planners have the necessary expertise to guide their decisions and actions in the process. Knowledge and skills are both necessary to plan your event effectively and then execute this plan just as smoothly. This is why outsourcing your event planning can truly help you have the best event you could possibly get.
• Professionalism: Thanks to all the experience and expertise event planners have, they can be considered true professionals in their field. Of course, you might have some employees in your own team who are great at organizing and planning events. However, if this is not their primary career focus, they can never be on the same level as professional event planners.
• Stress Reduction: As mentioned earlier, event planning can quickly become overwhelming. You and your team members can be too stressed out to even make any smart decisions. By outsourcing your event planning, you are letting professionals handle everything which will give you peace of mind and will reduce your stress.
• Accountability: When dealing with event planning yourself, you might find that your team is quite disorganized simply because they are not professional event planners and don’t have relevant experience in the field. As a result, all the things that go wrong will be blamed on each other which will create even more chaos in your company. But if you outsource your event planning, you will be working with people who take full responsibility for their actions and can be held accountable.

When Do Businesses Outsource Their Tasks?

Now that you know about the numerous benefits of outsourcing, it can be quite tempting to just jump in and start outsourcing your event planning right away! But, there are certain times when you should and shouldn’t outsource your tasks, especially those related to event planning.

For example, one of the tasks in your event planning process might be to find a reliable writing service to handle some of your content. In this case, you will need to read some of the best research paper writing service reviews to help you choose. You don’t necessarily need to outsource a task like this because it’s something that can be done by one of your team members. On the other hand, other tasks could be perfect for outsourcing.

When it comes to business outsourcing, there are different factors that can determine whether or not it’s right for you to outsource. The four biggest reasons to outsource include:

• Lowering Costs: Outsourcing is perfect for the times when you need to lower your costs. In fact, it’s safe to say that the biggest benefit of outsourcing is cost reduction above all else. Whether it’s something large-scale you are concerned about like an economic crisis or it’s something as simple as having a tight budget, you will definitely benefit from outsourcing your event planning when you need to save some money. Experienced event planners will be able to find the most affordable options for your particular case which is why your total expenses will be much lower than they would have been if you did the event planning yourself.
• Focusing on Business: Another reason why companies outsource is that they want to focus more on business. In a way, event planning is a part of doing business, but it’s not a critical part of it. This is why it’s something that companies both large and small can outsource to focus more on other aspects of their being such as sales, marketing, etc. If this is your case, you can even outsource other tasks along with event planning to help you focus on certain aspects of your company more.
• Growing as a Company: One major factor that prompts companies to start outsourcing their event planning is expansion. If your company is growing fast, you might simply be unable to keep up with everything. You will need to hire new staff members to perform different tasks in your company, keep your finances in check, think about your strategy, and so much more. While you don’t have new employees yet, you can outsource event planning to reduce your workload.
• Getting More Time: While some businesses need to reduce their costs, others need to get more time on their hands. This is when outsourcing your event planning will help. As explained earlier, outsourcing significantly reduces the amount of time you need to spend on event planning which means you can spend more time on other things. You could start training your team or you could reevaluate and rework your business strategy or you could do something completely unrelated to these things. Whatever the case is for you, you will need the most valuable resource to complete any of these projects – and that resource is time.

How and What Should You Outsource?

So, how exactly can you outsource and what should you outsource? You can outsource your event planning completely, but you can also outsource specific tasks. For instance, you might want to choose to outsource booking, printing, social media promotion, entertainment, decorations, catering, and so on.

Michael Dalton, an expert from the custom writing reviews site Rated by Students, says, “When it comes to event planning, you can outsource a wide variety of tasks. However, always be extra cautious with things related to data security and privacy. It’s better to perform any such tasks within your company. Otherwise, you are free to outsource whatever you consider necessary to outsource.”

To help you with the process of outsourcing itself, here are the three main steps to follow:

1. Research: Firstly, you will need to do as much research as possible to give you a clear idea of what you can expect. What will your budget be? Who do you want to attend your event? What are your goals for the event? Ask all of these questions and more to help you better understand your vision for the event. If you know what you want, it will be easier for event planners to plan it all out for you and then execute the plan successfully.
2. Design: Secondly, you will need to think about the design of your event. This is not just the look of your event but rather the way it will function. This step is closely related to the first one and is somewhat of an expansion on the points you thought about already. For instance, once you have set your goals, you can think about how you want to achieve them. Maybe you need to host a giveaway, invite special guest speakers, and so on.
3. Organization: Lastly, you can now get in touch with the event planning company you decided to work with. They will bring your plan to life or (if you don’t have a complete plan yet) they will help you organize and plan your event before actually hosting it.

Conclusion

To sum up, outsourcing your event planning will definitely help you achieve a variety of goals and make the most of your event. Use the information in this article to help you outsource your event planning and start organizing better events for your company.

Author:

Regina Koinava is an expert writer who specializes in creating various training and professional upgrade courses, materials, manuals, and reviews. She also provides consultations and creates expert writing materials. She likes traveling and speaks German and French.