Events Manager vs. Do It Yourself

When there is a need for a significant event that relates to your business relations such as promoting products, services, recognitions, fundraising, and even supporting a foundation cause, the question will inevitably arise: Do I hire an event manager, use an assistant or do it myself?

Deciding on whether to hire an event manager versus doing it yourself requires critical thinking before making a decision.

Doing It Yourself

Due to economic reasons, many companies are looking at areas where they can cut costs and some executives believe they can put together an event themselves and eliminate some costs. Sure, you can choose a venue and get that secured, but what about all of the other important details? Did you get the necessary permits and approvals? You can search the Yellow Pages for vendors such as caterers, but can the resources advertising in the Yellow Pages capture your vision and purpose of the event? Will the service provided produce an event that saves time and makes the most of your money invested?

Getting Assistance from an Assistant

Assigning assistants and volunteers to handle social gatherings, whether large or small, is an option. However, managing an event is typically difficult for these individuals because they may lack the knowledge, skills and ability to succeed in producing an event within the budget. Often these individuals are assigned the task to plan an event and they do just that--they plan. They use unknown resources without knowing the vendor’s track record or their performance of previous events they serviced. Businesses are looking for an event to be produced effectively and efficient. Many times due to the lack of skills and experienced executive assistants end up exceeding the budget or under estimating services and supplies. These deficiencies ultimately can cause a stressful atmosphere that leaves a negative experience that is not memorable.

Outsourcing to an Event Manager

First, it is important to recognize the significant difference between an event manager and an event planner. Managers execute and planners plan. Event managers specialize in the execution and management of an event from beginning to end. Second, be cognizant of the fact that event managers are experienced professionals. Assets to their clients are their organizational skills and keen attention to minute details involved for producing large and small events. Effective communications skill with the key ability to listen for the client’s needs is extremely valuable. Certification in the field of event managing is a plus, but it is not always required. Other positive attributes include being sociable, friendly, efficient and creative.

Business clients and individuals use event managers for various reasons out of both desire and necessity. Definitely time and money investing is the main reason to have a professional event manager. The first reason is the simplicity of using one point person to organize, execute and implement an event. Planning large detail-oriented event needs assistance in managing from the beginning to the end is the second reason.

When weighing the pro and cons of hiring an event manager or doing it yourself, keep in mind that your company reputation could be at stake. Attendees remember excellent event as well as really bad events. So, you can assign an assistant or recruit volunteers or you can even use the yellow pages for your next event. But ask yourself, can these individuals and the yellow page service provider capture my vision and produce a memorable event? Can the resources, people and companies be trusted to use your time and make the most of your money invested?

Lynnette Coachman is a special event consultant and owner of enTRUST Event Management & Design. She has vast experience in helping organizations plan, organize the details and meticulously execute from beginning to end. enTRUST Management captures the client’s vision of an event, offers trusted resources, applies dedicated time and energy, while making the most of the client’s money. Need an event manager for your next event? Contact Lynnette at lynncoach@verizon.net