As a busy and highly effective PA or EA, you manage a wide range of tasks, from organising meetings to coordinating complex schedules. Similar skills are needed for effective event planning, but the stakes are higher, deadlines are non-negotiable, and expectations are often greater. Leaning into the expertise of an event agency can be the smart choice, offering the support needed to deliver a seamless and successful events advises, also helping you to maximise your event budget Natalie Glasgow, Managing Director, Your Event Solutionsโฆ
Natalie Glasgow
While many assume that working with an agency comes with a hefty price tag, the truth is that they often save time, reduce stress, and, surprisingly, actually help you maximise your event budget.
Getting more for your money
Event agencies might seem like a luxury, but their buying power, economies of scale and supplier relationships often translate to significant savings. A recent Eventbrite study revealed that 66% of event planners found agencies secured better rates than they could get independently. Agencies use their extensive networks to negotiate discounts or secure higher-value contracts. An agency can save up to 20% on vendor costs, often covering their own fees, freeing up extra budget for other essentials. Simply put, an agency can stretch your event budget further, ensuring you get the most value for your money.
Saving time on logistics
Time is precious, and managing contracts, suppliers, and logistics can be a huge drain. Agencies handle the heavy lifting, freeing you up to make strategic decisions and focusing on the guest experience. This collaboration boosts efficiency and contributes to the overall success of your events.
A fresh perspective: you can maximise your event budget with an agency
Events, especially those held on a recurring basis, can start to feel repetitive. A new venue, fresh themes, or a revamped format might be just whatโs needed to breathe new life into a legacy event. Agencies offer more than just logistical expertise; they bring creativity to the table. They can provide fresh perspectives and innovative ideas that elevate your event, whether itโs recommending a venue that better suits your goals, suggesting an alternative format for your agenda, or introducing a unique experience to captivate your audience.
For example, a well-established tech conference changed its format to a more interactive, experiential one based on the agencyโs recommendation, resulting in a 30% boost in attendee satisfaction and a 25% rise in engagement. The agencyโs creativity didnโt just rejuvenate the event, it made it more engaging for participants, leading to deeper relationships and greater return on investment.
Building the right partnership
Choosing the right agency is crucial. Like any strong partnership, it requires trust and communication. Your ideal agency should feel like an extension of your team, understanding your vision and goals. A great agency will invest the time to get to know you, your company culture, and your objectives.ย This level of trust allows the agency to go above and beyond, anticipating your needs and delivering an event that not only meets but exceeds your expectations. The right agency will help you shine, managing every detail so you can focus on the bigger picture.
Strategic delivery
Agencies donโt just plan events, they can help refine your event strategy. By offering insights into attendee engagement, event formats, and post-event analysis, they can deepen the impact of your events. Their input can help ensure your events are aligned with your companyโs broader objectives, whether thatโs brand awareness, lead generation, or client retention. With the right agency, your events become more than just occasions, they become strategic touchpoints for your organisation.
Maximising your event agency relationship
Clear communication is the secret to maximising results with an event agency. Start by outlining your goals, budget, and expectations from the outset. While an agency brings creativity and expertise, your input is vital in shaping the outcome. The most successful agency-client relationships are built on mutual trust, where youโre open to new ideas, while ensuring the execution stays true to your vision.
In a nutshell, event agencies might seem like a luxury, their ability to stretching your budget, saving time, and injecting fresh creativity makes a savvy investment. Whether youโre revamping a legacy event or looking to streamline logistics so you can focus on the enjoyable aspects of planning, partnering with an agency could be the perfect solution.
Find out more at Your Event Solutions
We are delighted to have Zoe Thatcher, Head of Business Development, delivering a talk at PA Life Summit this September on how to deliver great events on a tight budget.
