Why hire an event planner instead of doing it yourself in-house? From stress reduction to flawless execution, here are 8 reasons to outsource your event planning.
1.Experience and expertise
Event planners have their fingers on the pulse of the latest trends in the sector and are skilled at coming up with fresh, creative ideas. At Octopus Events, we’ve organised so many private and corporate events that we understand exactly what works and what doesn’t. So, if the MD suggests a technicolour balloon arch at your sophisticated awards dinner, we can politely advise against it and suggest a more fitting alternative. We’ll think of everything from the small details of toilet access and coat storage to the biggest WOW factor moments. All that expertise behind-the-scenes means your event feels elegant and utterly effortless, instantly putting guests at ease.
2.Reduced stress and fewer pitfalls
One aspect of an event planner’s job is to anticipate every eventuality and prepare for it. We know the problems that can arise if multiple groups are using the same venue, or if your access to a meeting space is based on another party leaving on time. We know which caterers to approach if you want family style feasting vs. fine dining and what the standard rate is for venue hire at different times of year.
3.Financial clarity
Costs can mount up when organising an event in-house – particularly if each element is tackled separately by different teams or members of staff. An event planner should be able to provide a realistic estimate of the total cost from the beginning, along with an approximate timeline of when different supplier invoices will be due. Our experience allows us to consolidate costs and manage the overall event budget as well as anticipating unforeseen items like travel expenses and additional venue charges.
4.Problem solving
At any event, unexpected issues can crop up and your event planner is there to resolve them so you don’t have to. They can be a single point of contact for all suppliers, providing clear briefs to minimise any confusion while reacting quickly and calmly if problems do occur. For an awards ceremony that Octopus Events organised on behalf of a client at Stamford Bridge, home of Chelsea FC, the client had asked the florist to create luxurious floral centrepieces based on a football theme. Unfortunately, the end result was more funeral tribute, so with some quick thinking on our part it meant we could gather and rearrange enough flowers from around the venue to create beautiful, last-minute alternatives.
5.Negotiation and supplier relationships
Every event planner worth their salt has a little black book bulging with trusted suppliers and venues. With this network at our fingertips, we can provide the best recommendations for your specific event. While venue fees are the same for many clients and customers, what they can offer to event planners and regular customers are certain value-adds to people they know and trust. That might mean upgrades, added extras or more flexible contract terms. When we worked with a luxury hotel in Oxford that was at the upper end of our client’s budget, they provided added extras including complementary arrival drinks, room gifts for delegates and post event spa treatments for the client organisers.
6.Access, ideas and knowledge
Event organisers often have their fingers on the pulse and know about new venue openings first or are invited to tour the meeting spaces or stay in the accommodation. If you’ve got a certain theme or style in mind for your event – such as a luxury rooftop event space in London or festival-themed summer parties – we can provide a list of suitable venues and ideas quickly. At Octopus Events we also provide a venue-finding service if you want to take care of the rest of the event organisation yourself.
7.Time saving
Research and logistics take a huge amount of time and it’s easy to waste it going down rabbit holes when organising an event in-house. An event planner brings efficiency, meticulous attention to detail and experience in taking care of the less glamorous aspects of planning like risk assessments, health and safety plans, insurance, coordination of the transfers, lists of dietary requirements and the all-important ops office stationary box and packing the emergency sewing kit!
8.Freedom to enjoy the event
Having an event planner onsite at your event allows you to focus all your energy on your attendees, without stress and distraction. You can prioritise core business activities, network and enjoy the event in the same way as your guests. If you’re relaxed and engaged, it sets the tone for the event as a whole and leads to higher attendee satisfaction.
To talk to Sarah about your upcoming event, do contact us on 07860 145 950 hello@octopusevents.com
