- Clients who called us in mid-stream to execute their ideas [¹]
- Corporate meeting planners who went the DIY route, required reinforcement and quickly learned that outsourcing was the most valuable tool for successful events.
- Companies who plan some of their events internally and reach out for assistance with specific types of meetings.
1. Will DIY Meeting And Event Planning Really Boost Your Budget?Let’s address the number one issue facing corporate event planners: budget. We understand that you have:
- a target spend
- big expectations
“Approximately half of the survey respondents said they had less than $100,000 to spend annually on their internal events, with another quarter saying they had $100,000-$500,000 in their coffers each year. The numbers drop off dramatically after that, with just 10% each having budgets of $500,000-$1 million and $1 million-$5 million, and just 3% saying they had $5 million or more to spend each year on internal meetings and events[³].”Every line item in your budget needs to count, and we know the pressure you’re under to deliver a meeting that both attendees and your higher-ups deem successful. So how can a full-service meeting planner help your bottom line? We have 30+ years of expertise, and we’re happy to share a few of our favorite ways a professional meeting planner saves you money:
- Our experience with contract inclusions and exclusions for different event elements – we know what the audiovisual package should entail and how much it should reasonably cost.
- Access to additional discounts – we have hosted hundreds of events, partner with the most suitable vendors to achieve your goals and negotiate additional discounts that are passed along to our clients.
- Insider info on upcoming seasonal discounts or shoulder season promotions.
- Negotiation know-how. We understand the inner workings of hotels and restaurants and negotiate value for our clients that goes beyond just the room rate and percentage discounts to make your budget go farther.
2. Plan Your Best Event Yet By Chucking The To-Do ListYou know that one of the most challenging parts of corporate event planning is handling the many different elements. From creative to legal, every single aspect of every individual event breaks down into many tasks. And often, those aren’t the only items on your to-do list. Aleksandra Panyukhina, Head of Event Marketing for SEMrush, understands this dilemma well:
“…It is a common thing to see an executive assistant, HR generalist or office manager struggling to put together large and costly events for fellow employees. While these people do their best, they do not have the experience required to not only execute logistics but strategically plan the activities, content and agenda [⁴].”Before you even begin planning the programming for your event, you need an upfront investment of time to:
- Develop a preliminary agenda – Why is the meeting taking place? Who is attending and why? Will the group split up into smaller sessions?
- Research the optimal location and potential venues and dates for your event.
- Make several phone calls for each moving part of your event (and often play phone tag with vendors before you even get a bid.)
- Set aside time to research multiple venues, then schedule potential site inspections.
- Re-visit each of the above to begin contract negotiations.
3. What If You Could Add An Entire Support Team… Without Onboarding A Single New Hire?Do you have an entire department of dedicated event planning staff, event marketing experts, and sales force at a corporation generating >$1billion annually? If so, you likely have enough team power and time that you don’t need to outsource your event planning (psst- let’s meet up the next time you’re in the Windy City!) However, if you have duties outside the seamless execution of events, you’ll benefit from partnering with a corporate meeting and event planner. From conception to execution, creating memorable meetings and events is a full-time job for not just one person, but a team of dedicated experts. When you work with us, that’s exactly what you get.
4. Overcome The Invisible Cost Holding Back Your EventWhen you partner with a full-service meeting planner, you don’t just get the event you’re currently planning. You get the archive of every event we’ve ever planned, from our first company awards night to last quarter’s international financial summit for 1,000 elite attendees. You get our experience. And while you can’t put a hard number on it, it impacts your events budget in a major way. In corporate events, there’s often a huge crossover between:
- corporate events team members
- marketing and PR departments
- managerial teams
5. Get Rid Of Logistical Nightmares Once And For AllLet’s take a break for a Choose Your Own Adventure game. Ready?
DIY Meeting and Event Planning :
You arrive at your event venue 48 hours before attendees are scheduled to start arriving. You find, upon your warm welcome, that the nearest intersection to the conference hotel is closed due to massive road work in progress. Once the sound of jackhammers stops ringing in your ears, you can actually hear what the director of catering is telling you: a hurricane has disrupted their vendor shipments. Your standout plan for a clambake/conch fritter/ ceviche welcome extravaganza needs a re-work, do you have time to talk about it?
No, because your AV team is texting you with an emergency that only you can handle. As you type, your screen lights up with the assistant to a VIP attendee calling with specific ground-transportation requirements. But you’ll need to put that fire out later…because you just got a severe weather alert that will impact incoming air travel, three of your breakout sessions, and – of course – the clambake/ conch fritter/ ceviche welcome party that will never be.
And you’re just getting started!Or…
Get It Done With Bucom :
You arrive at your event venue when it best suits your travel schedule and other work commitments. You find our team in place, ready to present an alternative route for attendee arrival (along with messaging to communicate it through the event channels we already worked with you to set up.)
We’ve handled the menu snafu and launched our inclement weather plan. There was no AV emergency because we sought out a trusted partner that proactively solved the issue before it happened. All ground transportation was arranged, vetted, double-checked for compliance with Duty of Care, and meets your VIP’s requirements.
We’re testing user experience for the attendee registration process, and making sure the programming we customized for you is user-friendly and will delight your attendees.
All you’ve got to do is review, relax, and prepare to focus on your meeting’s objectives.Which option do you pick?
6. Focus On The Big PictureWhether your event is an internal meeting or an external client entertainment opportunity, the best thing you can do is shift focus from the background details of the event to the programming, content and experience. Your event’s goal might be:
- Launching a Product
- Promoting your brand
- Fostering team bonds
- Motivating a sales force
- Entertaining top executives
- Generating buzz
- Reinforcing company culture