Know the Value: Hire an Event Pro and go from Chaos to Control

CLIENT – How much will it cost for you to plan and manage our corporate event?

EVENT PLANNER - $28,000 dollars.

CLIENT – That’s too expensive for planning an event!

EVENT PLANNER – What budget did you have in mind?

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CLIENT – $8,000 max! It’s a simple event!

EVENT PLANNER – I can’t organize the event you’re envisioning for so little.

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CLIENT – People in your line of work just want to make a huge profit!

EVENT PLANNER – I’m sorry you feel that way. Why don’t you plan the event yourself?

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CLIENT – But, but… I don’t know the first thing about event planning, and I already have too much on my plate at work. But, I’ve done my kid’s birthday party, so I should be okay, right? I guess I can just do some Googling on my phone during my work break to figure out what I need.

EVENT PLANNER – For $8,000, I can guide you through the entire planning process. You can invest the other $20,000 into the event. Plus, you’ll gain all the knowledge and experience for next time.

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CLIENT – Deal!

EVENT PLANNER – Great! To start, you'll need to secure a venue in the city you want to go to that has the amount of space you need for the meeting, including sleeping rooms for your guests. You’ll also need to line up catering, entertainment, and decor. You’ll need event insurance, and permits for that outside party in the street that you mentioned. You’ll need to create the invite with all the key questions about guest limitations, food allergies, etc. and manage the registration and RSVPs, too. Plus you’ll need to read up on contract language like mutual indemnity, force majeure, and subrogation. Oh, and don’t forget about AV. With that giant stage presence you envisioned, you’ll need a professional AV company. Watch out for extra fees. Those AV companies can be sneaky. Each of the vendors you hire will have a contract to review and sign.

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CLIENT – But, I don’t have any contacts in the city I want to go to, and I can’t organize all that by myself for just one event! And AV? Um, I know how to hook up my TV. Will that be enough? And I’m not a lawyer!

EVENT PLANNER – Ok. I can provide you my list of contacts and vendors for another $3,000. ?My AV partner is on that list. And you can contact your own attorney. You’re still saving $17,000 (minus your attorney fees.)

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CLIENT – That’s cutting into my savings, but I’ll take your contacts.

EVENT PLANNER – Perfect! Let's meet?Saturday?to start planning.

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CLIENT – Wait! I can’t?this Saturday. I won’t have time for several weeks. Besides, why do? we need to start now? It’s 3 months away!

EVENT PLANNER – I’m sorry, I only consult on?Saturdays. I have to prioritize my full-service clients during the week.? And 3 months in “Eventland” is like tomorrow. Most large events like the one you want to do start planning at least a year out!

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CLIENT – Ok then. I will rearrange my family’s plans for?Saturday.

EVENT PLANNER – Right, me too! Oh, here’s one more thing! You’ll also need to manage day-of event coordination. That means directing vendors, handling last-minute issues, attending to the AV if there is a glitch, and ensuring everything runs smoothly. Plus you will need to get there at 6am for setup. Oh, and don’t forget to script the program for the Confidence Monitor. And the show flow for the AV techs. And the rehearsals. Rehearsals are super important.

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CLIENT – ON THE DAY OF THE EVENT? That’s too much for me. I can’t manage all that and enjoy the event! And show flow? What’s that? And a Confidence Monitor???

EVENT PLANNER – It seems like managing the event yourself might be more than you bargained for. It's often more cost-effective and less stressful to have a professional handle it.

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CLIENT – You know what? I’ve been thinking. It’s probably better for you to manage the event. It’s worth paying for your expertise to ensure the event goes smoothly, and I don’t have to deal with the hassle.

EVENT PLANNER – Wise decision. Let’s get started on making your event memorable and hitting all of your goals and objectives. Sign here, and I’ll take care of everything.

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THIS is the reality of producing a professionally organized event. You are not just paying the event professional for the physical aspects of an event; you are paying for knowledge, experience, connections, time, family sacrifices, and peace of mind.

Hire an event professional to produce your event, and go from chaos to control.

~Adapted by Wendy Porter from Unknown

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Need help to organize your event chaos? Schedule a FREE 30 minute consultation today! https://www.wendyporterevents.com/