So, you are planning an event and have everything in hand, but should you consider engaging the services of an event management specialist to support you?
At JSA our team is of course able to handle your full event requirements and for most of our clients that is what we do. We understand that people tasked with event planning usually have a full list of KPIs and the additional work required to organise an event takes time. But, we work with a number of clients who have most of the process in hand, they may have found a venue (or indeed be running the event on their own premises) and they may already have links to transport companies or agreements with hotels. That doesn’t mean you have to go it alone!
There are many elements to an event and we don’t have to be involved in it all to help with some. Here are some areas we can help:
Venue Research and Accommodation
We know about hotels and non-residential venues. We keep up to date on what is happening and are aware of refurbishments and changes to key personnel. We have long standing relationships with group reps and venue individuals so we are well placed to suggest the perfect venue for your event. You also get to take advantage of our buying power from our full client base so they venue is offering rates based on our entire business. And we are super negotiators so you know you will get the best value!
Supplier Negotiation
Our team has a long history of running events and the chances are we have a relationship with a supplier who can deliver anything you need. Whether this be set build, audio visual or transport companies, we have a whole database of tried and tested suppliers. This means you can remove the worry of knowing if they will deliver and can draw from our experiences. We are completely impartial and are not tied into any providers, however we do know the questions to ask to ensure they will deliver what you need first time.
Health & Safety
When planning any event you should be mindful of the health and safety of your guests. We of course hope that nothing with go wrong but by showing due diligence you can prevent risk and have a plan for any potential problems. We can help with risk assessments and method statements for the full event and will liaise with your suppliers to ensure they have the correct documentation in place to reduce your liability. We can also suggest event insurance to remove the financial risk should something not go to plan.
Delegate Handling and VIP Management
A lot of works goes into the pre-planning of an event, but when it comes to the actual event there is a lot to do. You might need to be monitoring a presentation rehearsal whilst your VIPs are arriving at the airport, and it always makes sense to advance to the dinner venue to check set up before the guests leave however they should be checked on to the coach. This is where we can help whether you need hostesses to welcome guests arriving or diary management for your VIPs.
These are just a few areas where we can help and you shouldn’t worry about your requirement being too small; if we can help we will. Contact us for support on any element of your event or to work with you from concept to delivery. We love events and are here to help however small the requirement.
