Organising an event is a responsible task that raises many questions. One of the key decisions is whether to manage the technology of the event yourself or outsource it to professionals. Organising an event and outsourcing are not mutually exclusive options – it’s about finding the right balance. In this comprehensive guide, we explain when to trust the professionals and when you can take the plunge.
Why is organising and outsourcing an event a headache?
Organising an event involves a number of technical aspects, each of which requires specific skills. Inexperienced organisers often face the following challenges:
- Understanding and assessing technical requirements
- Finding and comparing quality suppliers
- Realistic assessment of budgets and prices
- Identifying and managing technical risks
- Coordinating schedules and logistics
- Meeting quality and safety requirements
These challenges make the decision to organise and outsource an event difficult. Too often, organisers decide to do everything themselves to save money, but end up paying dearly for their mistakes. On the other hand, too much outsourcing can unnecessarily increase costs.
According to event research, around 60% of companies organising their first event make costly mistakes by trying to do everything themselves without sufficient experience.
When can you organise an event without outsourcing?
There are situations where an event can be organised well without extensive outsourcing. The key is to recognise your own limitations and choose tasks that you can safely do yourself.
Small and simple events
Organising an event without outsourcing is best suited to small and technically simple events:
- Number of participants less than 20 people
- A familiar event space with a known technology
- A simple programme without complex technical requirements
- Indoor event, not affected by weather conditions
- Sufficient time for planning and implementation
For example, an internal team meeting or a small customer breakfast can often be handled by the company itself if the basic technology is in place at the venue. In this case, the event does not need to be outsourced, but it is enough to know how to use existing systems.
When the organisation has the technical expertise
Organising an event without outsourcing is possible if the organisation has people who have:
- Previous experience in AV technology
- Technical training or hobby
- Time to familiarise yourself with the technical details of the event
- Networks for advice and help
- Ability to learn new things quickly
- Stress tolerance for problem situations
IT companies or technically oriented organisations may have people who can handle basic AV technology. In such cases, the event does not require complete outsourcing, but can be managed in-house.
When does the organisation of an event require outsourcing?
There are clear situations where organising an event and outsourcing go hand in hand. In these cases, professionals are often the only sure way to ensure the success of the event.
Major and important events
The organisation of an event requires outsourcing when it comes to:
- Events with more than 50 participants
- Public events with media present
- Critical events for the company’s image
- Customer events where you want to make an impact
- Product launches or other strategically important events
- Hybrid events requiring streaming and storage services
In these cases, organising and outsourcing the event is a sound investment. The risk of failure is too high to handle it yourself, and professional implementation will pay for itself through a better outcome.
Technical challenges require professionals
Certain technical requirements make it necessary to organise and outsource the event:
- Complex sound and lighting systems
- LED screens and video walls
- Outdoor events with weather challenges
- Shaft structures and trusses
- Simultaneous interpreting and language technology
- Stripping and recording production
Using these techniques requires specific skills, the right equipment and experience. Installing sound systems or programming lighting technology are not areas worth learning at the expense of the event.
Unitised outsourcing – the golden mean
Organising and outsourcing an event is not just an “all or nothing” choice. Often the most sensible solution is to outsource certain aspects to professionals and manage some of the work yourself.
What should you outsource first?
When considering organising and outsourcing an event, start with these areas:
- Sound: bad sound ruins the whole event, and quality implementation requires experience
- Lighting: professional lighting significantly increases the quality of the event
- Video technology: installing LED screens and projectors requires technical know-how
- Safety: electrical safety and structural strength are not a compromise
- Striimaus: Online broadcasting requires specific expertise to work reliably
Once these critical areas are outsourced, you can focus on the things you can do yourself – such as content planning, scheduling and overall coordination.
What can you do yourself alongside professionals?
There are many tasks involved in organising an event that do not require outsourcing:
- Planning and coordination of the programme package
- Invitation management and communication
- Catering arrangements and menu planning
- Decoration and decoration (non-technical part)
- Schedule management and communication
- Preparation of materials (presentations, handouts)
Managing these areas yourself will save you money and give you more control over the content of your event. At the same time, you can learn about event production without risking the failure of critical technical elements.
Costs: when does outsourcing pay off?
The cost of organising and outsourcing an event is a concern for most organisers. It is important to understand that using professionals is not always more expensive in the long run.
Hidden costs in a DIY approach
When considering organising an event without outsourcing, consider these hidden costs:
- Your own working time and the time of other staff
- Possible errors and how to correct them
- Equipment rental without professional discounts
- Transport costs and logistics
- Insurance and liability
- The impact of stress and fatigue on other work
Often these hidden costs make the DIY approach more expensive than using professional services. In particular, the value of management time should be factored into the total cost.
When does using professionals save you money?
Organising and outsourcing an event can make financial sense when:
- Professionals have standard contracts with suppliers (better prices)
- High risk of technical errors
- In-house staff time is expensive
- The image costs of failure would be high
- You need special equipment that is not worth buying
- Pressure to meet deadlines
Professionals are often able to complete the technical package more quickly and reliably, saving both time and nerves. They also take responsibility for the success of the implementation.
How to find the right professionals?
If you decide that outsourcing the organisation of your event is necessary, the next challenge is to find the right partners. Here are some tips for a successful selection:
What to look for in an event technology professional?
A good event technology professional meets the following criteria:
- Experience of similar events
- References you can check
- Own equipment and its maintenance programme
- Insurance and appropriate permits
- Clear pricing and contract terms
- Ability to advise and guide an inexperienced organiser
Don’t just choose based on price – the cheapest may not be the best option when your event’s reputation is at stake. Be open about your budget and your goals, and a good professional will be able to advise you in the right direction.
Communicating with professionals
Successful event organisation and outsourcing requires good communication:
- Clearly state the objectives and atmosphere of the event
- Set your budget realistically
- Ask for advice – the professionals know what works
- Be open to learning new things
- Trust the expertise, but ask questions
- Keep in regular contact during the project
Remember, a good professional wants your event to be as successful as you do. They are your partners, not just your service providers.
Learning and development
Whether you choose to outsource your event or not, every event is a learning experience. The key is to recognise your own limits and develop as an organiser gradually.
How to learn from the professionals?
Even if you outsource the technology, you can still learn a lot:
- Follow the work of technical staff
- Ask for advice and explanations
- Request training on basic equipment
- Document good practices
- Collect feedback from all parties
- Build long-term partnerships
This learning will help you make better decisions for future events and perhaps reduce the need for outsourcing for simpler occasions.
Gradual independence
The organisation and outsourcing of an event may change over time:
- Start with full outsourcing for important events
- Learn basic skills with the help of professionals
- Try taking care of small parts yourself
- Get your own basic stuff for simple needs
- Keep the professionals as consultants and, just in case
- Save partnerships for bigger events
The goal need not necessarily be complete independence, but finding the right balance between your own abilities and the skills of professionals.
Summary: Make a wise decision depending on the situation
Organising and outsourcing an event are decisions that depend on many factors. There is no one right answer for all situations and decisions must be made on a case-by-case basis.
Key questions to support the decision:
- How important is the event for my organisation?
- What is the risk of failure and its consequences?
- Do I have the time and resources to get into the technical details?
- Can I find reliable professionals on a reasonable budget?
- What do I want to learn from this event?
- How much can I risk in my first transaction?
Remember that organising an event is a learning process. Start modestly, make use of the expertise of professionals and build up your skills gradually. The most important thing is the success of the event and a positive experience for the participants.
Are you planning your first event and thinking about organising and outsourcing it? Kuja Media’s professionals will help you make the right choices and offer advice that will help make this and future events a success. Contact us to discuss how we can support the success of your event!
