You can organize an event by yourself with your collegues, or you can outsource the event to an event agency. Both choices have advantages and disadvantages.
Advantages of outsourcing
Event agencies have extensive experience and are aware of the latest trends in the industry. An event can be so big or delicate that it is too complicated to organize it by yourself and your team. Outsourcing the event also means that you’re no longer responsible for certain risks. You may not have the necessary know-how or creativity within your company to organize a high-quality event.
An event agency has an objective view on the company and can respond to the strong and less strong points. The employees can have a little bit of ‘business blindness’. An agency is also an ideal sparring partner and a sounding board to test your own ideas. Event agencies have an extensive network in the event industry. They know how to find the right materials and people and can often negotiate better prices. Companies often cannot see the wood for the trees anymore by organizing an event by itself. After all, there are large differences in quality and price between many suppliers.
When own staff members of the company work on the event, they will be given more responsibilities in addition to their own tasks. Keep in mind that they will have less time to perform their daily tasks. With outsourcing, your internal resources remain available for ongoing projects. Working with an event agency also ensures the continuity of the organization (for example in case of illness).
Disadvantages of outsourcing
The event agency does not know your company (yet). They do not know all the possibilities and impossibilities, what your wishes are and what the style of the company is. That is why a good clear briefing is necessary. It is optimal when you can build a long-term relationship with a standard event agency, then this argument will quickly disappear.
Despite the efficient way of working of the event agency, you must take into account the costs of outsourcing the event. An advantage is that you get a clear picture of the total costs of the entire event. With internally organized events, there are many hidden expenses.
For each event, weigh the pros and cons of outsourcing. Take into account the available know-how, the required creativity, timing, budgets and risks. Complex events may be better outsourced to an experienced event partner. In many cases, you will achieve the best results when you combine your own company-specific knowledge with the expertise of a professional event agency.
Want to know more about the pro’s and cons of outsourcing an event or would you like other tips for organizing an event? VKOZ events & communications is happy to think along with you. Call 010-2107961 or send an email with your question to info@vkoz.nl.
Source: eventplanner.nl