Outsourcing various components of a function can allow both you as a planner and the venue to focus on the most important aspects of an event.
While you manage your guests and the venue coordinates the many steps required to ready the space, what hap- pens when your televised panel discus- sion does not have the proper furniture? Or the caterer of your breast cancer event only has blue linens?
Rita Brouwer-Ancher of Eventricity defines outsourcing as “out-of-house” services versus those that are “in-house.” Outsourcing certain aspects of an event is not just an option - it is often a vital necessity.
Knowing when to delegate and think out- side the box might be an event planner’s greatest strength.
The Freshest Ideas for the Lowest of Bottom Lines
In Brouwer-Ancher’s experience, the bot- tom line is the most important thing not only for planners, but also for the venues and vendors. A venue will not receive extra income for providing perfect flow- ers or flawless linens. They simply don’t have the time, manpower or incentive to devote energy to such finishing touches.
Venues sell space and sometimes food; they do not specialize in décor beyond their own walls. From a planner’s point of view, it would be advantageous to work with an outside vendor to ensure the best possible service and products. From the venue’s point of view, most would rather coordinate the logistics of the space so that the event has the best possible back- drop rather than track down the perfect settee or offer advice on invitations.
Outsourcing frees up the time of the plan- ner, as well. When hiring a company like Eventricity, a planner can delegate the design of the event, including theme and marketing.
Brouwer-Ancher notes that “synergy and energy comes from collaboration.”
This presents the opportunity for a fresh idea that might otherwise elude an over- worked event organizer. The newly avail- able time hiring a service provider gives the planner can then be spent on the thought leadership presented at corpo- rate events, or the awards at a nonprofit gala that will make the event more mem- orable for attendees.
These days, planners seem to have less time, less budget and less room for error. Super-time-consuming jobs like engaging a panel for a discussion, presentation or the launching of a new product should fall to the organizer, while an outside ven- dor can take on the task of color choices and signage.
Eventricity focuses on creating a dynam- ic experience to put the focus on the content and keep attendees’ attention. Due to increased demand, the company has even added sending invitations and cleaning mailing lists as part of its service offerings.
Eventricity operates with the idea that an event is a “WOW” moment, a showcase of your passion and energy, a forum in which to make
your statement.
Brainstorming with event professionals while following this type of mantra will help take an event to the next level of cre- ativity.
After hearing a client’s goals, a good out- source vendor will be able to help pro- duce a specific event.
Recently,
Eventricity helped to create a Loveboat theme for a physician’s event at the Franklin Institute. Bartenders and servers in character gave the guests permission to relax and unwind from their stressful professional lives. The experience was entirely new and unique - unexpected. Bogged down with the attendee list and content of the event, the planner would not have been able to take such a fresh approach.
A new perspective and a total under- standing of the purpose would help any gathering, especially one that is building a theme. Outsourcing visual content has grown as a trend in response to under- staffed planning teams.
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Mid-Atlantic EVENTS Magazine 43
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