Reducing costs with an external event organiser

When budgets are being closely scrutinised, it is easy to imagine that using internal resource to arrange meetings, events and group travel will reduce cost. But this is ignoring the fact that using an agency will bring leverage on group discounts through greater purchasing power and economy of scale.

In April 2010, the chaos caused by the closure of European air space meant that many delegates found themselves stranded at international venues, unable to return home. The real value of an on-site event manager to handle arrangements locally became apparent.

An external event organiser will constantly review the market for exciting new deals and fresh ideas on how to make an impact - within your budget. A good event organiser will work and integrate seamlessly with your existing suppliers and preferred partners.

Many meetings and congress teams are concerned about hidden agency charges and commissions. Leveraging a professional event organiser for economy of scale is smart, but every cost should be openly reported and the savings passed straight back. Your event organiser should set realistic expectations and help you to measure key success factors.

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