Hiring an event planner may seem, to many people, to be an unnecessary and added expense. However, precisely the opposite is true. An event planner can save you large amounts of money, in proportion to the size of your event.
You may be thinking of planning and handling your own event. Before you do so, bear in mind that the total amount of money you end up paying may exceed what you would otherwise have paid, plus the added service of an event planner. This is because you can benefit from many discounts and perks that an event planner has access to.
Here are 5 ways that an event planner can save you money.
1. Professional Network
It's the job of event planners to retain a network of suppliers and vendors that they regularly deal with, from venues to flower suppliers to catering, among others. This special relationship enables the event planner to get discounts and deals that you may not get by going directly to the suppliers yourself.
For example, a supplier may give you a quote of $4,000. However, an event planner who shares history with the same supplier, or even better ones who can give the same package, can perhaps get the same package for only $3,200. You benefit because you pay less for what you want, and the savings can go to the fee of the event planner.
2. Savings on Hotel Costs
You may want to book a block of rooms with a specific hotel, along with a conference room within the hotel itself. To save on costs, you can ask your event planner to refund the commission that the planner might normally get from the hotel. This can save you a chunk of money, dependent on the size of your event.
Plus, event planners have strong relationships with hotel sales managers, so they are more likely to get a better deal than you would.
3. Negotiation Skills
A good event planner will know what is important to the venue that you are booking, and should be able to negotiate a mutually beneficial contract for both you and the venue.
For example, the event planner can negotiate complimentary services, reduced rates on rooms, upgrades, or perhaps lower rates or free use of meeting rooms.
4. Added Discounts
Because event planners handle multiple events, vendors and suppliers value the business these planners bring and oftentimes provide better pricing, with a special discount for the event planner. You can ask your event planner if the added discounts they get from their vendors can be passed on to you.
5. Time and Stress
They say time is money, and an event planner saves you time so that you can do other things that may be more important to you. You also have peace of mind in knowing that someone is taking care of the details of your event in a professional manner.
Others say that health is wealth. An event planner eliminates stress, especially in times of unexpected emergencies. For example, what if you planned an outdoor event and it suddenly rained? A good event planner will have trained staff and have a backup plan to handle such an emergency.
Would you trust yourself to perform brain surgery? Of course not, so why would you trust your event to yourself if you're not an expert? Be smart.