In the past few years, many companies, associations, and non-profits have closed their event planning departments and transferred this responsibility to employee teams or volunteer committees. It sounds efficient and cost-effective in theory, and may work well when hosting small events. However, the truth is, many larger meetings and events led solely by committee aren’t as successful because of lack of time and expertise.

But there’s hope yet. Here are some ideas to help your committee save money and time while pulling off an amazing event.

  1. Form a committee of at least six individuals with varied experience. Members with different skill sets will foster fresh ideas and good dialog. It can also create strong sense of camaraderie and community among employees or volunteers.
  2. Develop the content and flow of the event. Company staff, association members, and non-profit volunteers understand their organization’s culture, identity and brand. By developing the event theme, core ideas and content, the committee can realize their vision for the event.
  3. Hire a professional event planner as a project manager.  Even though a committee is well intentioned, a planner can set up a detailed checklist for the event. The checklist will contain crucial details like names of tasks, who’s responsible, and the time frame for completion. This way nothing falls through the cracks. Simply review this plan every week to make certain everything stays on schedule. And be sure to inform your planner of your objectives and budget up front.
  4. Have the event planner do the heavy lifting. By enlisting an experienced professional, you will save more money than you spend because that person will negotiate the best rates on:
    •  Venue
    •  Food and beverage
    •  Entertainment and/or speakers
    •  Renting audio visual equipment
    •  Printing and mailing invitations
  5. Use the event planner for on-site meeting management. Committee members love to plan events, but they also want to participate in them. If the event planner handles registration and crisis management, you can be assured that someone is there to make certain everything goes smoothly from the temperature in the room to the evacuation of the venue premises, if necessary.

Happy planning!