What is counted an event?
An event is an important day in your life, something which you are looking forward to. It can be as simple as a dinner date to as complicated as a global conference and offline marketing campaign. There is one thing in common for all events, no one ever want to mess up an event, after all it is a special day you want left good memories about.
Event management = Project management
If you intend to run an event (being an event organiser) you will to do some (of a lot) preparation work to ensure the event turns out to be just like what you expected. Complexity of these preparation work can vary depends on the scale (the number the activities in the event and the equipment needed) of the event and project management skills of the event organiser. You will need to know what are the resource needed, when you need it and the budget you have to set aside.
Cost, cost & cost
Thanks to technology and poor performing economy, many event organizers are looking at avenue to stretch their dollar (reduce cost) for their event. Many individuals are taking the DIY approach on event planning and execution instead of engaging a professional event planner.
DIY vs. Event Planner
Let us make a comparison of both methodology (DIY vs. Event Planner) and see the pros and cons:
DIY – Pros
Material Cost Saving – This is because event organiser can get vendor pricing without being mark-up by Event Management Company (however the cost something might sum up to be the same as individual event organiser do not have the volume and relationship to negotiate with vendors).
Full Control – Event organiser can make all decision from vendor selection, scheduling and coordination, giving them full awareness of the project.
Event Planner – Pros
Time saving – Sourcing vendors, coordination and logistic will be done by event planner. These tasks usually will take up most of a event organiser time.
Issue solving – Every now and then there will be some minor issues. When you engage a event planner, he/she will handle these minor issue it does not affect event organiser’s plan, timeline and budget. Event planner will also provide solutions to event organiser with larger issue arise for ease of decision making.
Stress reduction – Event organiser can stay focus on making decisions with the help from event planner to handle coordination and providing solutions to issues.
Cost reduction – Due to event planner’s economic of scale and their relationship with preferred vendors, they might be get better costing.
DIY – Cons
Time consuming – Vendor sourcing, coordination, licensing application any payment (and other administrations) can take up many hours of event organiser’s time.
Stressful – Follow up with vendor constantly, communication with multiple vendors and also issue solving can be overwhelming and stressful.
Inexperience – Mistake/s made by event organiser (especially 1st timer) might end up more costly with ratification or pentaty from authorise body. There are also cases where inexperience event organiser miss out important pointers or overlook on certain issues with lead to poor event outcome.
Event Planner – Cons
Costing – There will be management fees and certain mark-up involved as payment of guarantee of work done (cost are subjected to event nature and also event planner competency level).
Vendor Selection – Event planner will have certain preferred vendors to work with (or the have work before) to ensure seamless work flow during preparation of the event. Event organiser might have lesser choices in term of choosing vendors.
We believe that there’s no one size fit all approach in problem solving. It’s all depends on the resource you have on your arsenal. If time commitment is not an issue and you don’t mind growing a few strain of white hairs, why not do it yourself. Event planning can be fun, challenging (sometime stressful and time pressing) and you might learn something new too.
If you wish to go with a peace of mind and just enjoy the day, I guess seeking help from event planner is your best choice. It is similar to why we call our plumper when we experience water leakage, send your automobile to a mechanic for servicing or visit a restaurant for dinner instead of cook at home.