Saving Money on Your Events Team

John Kearney |

A group of event planners meeting around a conference table with laptops and notepadsSuccess in events is 50% event planning and 50% event talent aligned against the plan. Effective event teams have the best people, while efficient event teams have the right people.

When tasked to develop a people plan for their events teams, planners may want to consider the full roster of roles that will impacted the exhibits, user groups and tech conferences that drive their events business, as well as all the costs associated with each role. Below are some common roles one might see on a global events team, as well as the cost and technology savings managers should consider when analyzing or reorganizing their events teams.

Events Team Members

Front line event planners are the most important role in the event team. You first need to determine the competencies that your organization requires from your events team. Next, assess your event planners on communication skills, problem solving, creativity, time management and attendee-centric approach.

With that assessment, you can identify the tasks your event planners are executing to determine which ones are valuable and fit the competencies. You'll likely notice that a large chunk of these tasks can be automated, which can allow your events team to handle more events and more important tasks. In some cases, it can also allow for your events team to consolidate as team members left for other opportunities.

Support Roles

Finding the right balance of support roles can also increase automation and savings. For example, you may determine that for every six event planners across your organization, one support team member is required to handle logistical and administrative tasks. The cost savings can be multiplied when fewer event planners are required, and support team members could serve more events at any given time. By improving the support ratio to 8:1, your event team can be more efficient while saving on budget.

Technical Roles

With complex systems in place, technical roles are required to investigate bugs and user errors. These technical specialists bounce around the organization and have a general understanding of all of the company systems. Being able to reduce these roles and move them out of the events budget can help planners identify even more savings on technical support. In addition, user productivity can go up as they spend less time waiting for, and working with, technical support.

Training Roles

With more event planners comes more trainers. These trainers need to ensure new event planners are brought up to speed quickly. They ensure that they receive continuing education, best practices and tools. Finding ways to reduce these training costs is critical for planners' budgets. Plus, with fewer planners, less on-boarding is required, saving on training costs.

Reducing Costs Across Roles

The kicker for all of these roles are the hidden costs of a hire (or mishire). For each new hire, consider the costs of hiring that person: recruiters, advertisements, missed opportunity, etc. Once a new hire is in place, how long until they are fully productive? And what does it cost to ramp them up? Additional insurance and benefits must be considered as well. When these costs are aggregated, they have a major impact.

To realize this cost savings opportunity, planners require an event management platform that can handle those automated and low value tasks. It requires a streamlined process that can speed up event planning and execution. After years of implementing an enterprise-wide solution, planners can expect large cost savings per event simply by optimizing their people plan.

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This Post was Written by John Kearney

John Kearney is Aventri’s Director of Go To Market Strategy. He is focused on understanding our customers and our market and ensuring the organization is set up to serve both. Prior to Aventri, John spent 6 years with SBI, a management consulting...

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