Why Your Organization Needs a Certified Meeting Planner
If you’ve been in the event planning industry for any length of time, you’ve likely heard this story before: an organization delegates the responsibility of planning a major conference or event to their administrative professionals in various departments, including HR and Accounting. On the surface, it might seem like a logical move—after all, these roles are often seen as the go-to for any administrative task. However, the reality is far from simple, and more often than not, it leads to frustration, confusion, and a less-than-successful event.
The Overwhelming Burden on Administrative Professionals
Time and time again, we hear about how administrative team members are handed the monumental task of planning a conference or event with little to no prior experience. These individuals already have full plates, managing day-to-day tasks that are critical to the smooth operation of the company. Now, on top of their regular duties, they’re expected to coordinate a complex event—often with little guidance or support.
Many administrative professionals find this additional responsibility overwhelming. The pressure to deliver a successful event while juggling their primary responsibilities is immense. They often don’t know where to start, what suppliers to contact, or how to negotiate contracts. Without a network of industry contacts or knowledge of event planning best practices, they can quickly find themselves in over their heads.
The Impact of Turnover
Another common issue arises with turnover. The overwhelming responsibilities of planning an event may be the catapult for these professionals to leave your company. In any case, the event planning process can be thrown into chaos. Other team members are often forced to pick up where their predecessor left off, trying to make sense of half-completed plans and missing historical data. This lack of continuity can severely impact the event’s success, leading to last-minute scrambles and overlooked details.
Why You Should Hire a Certified Meeting Planner
Instead of placing this burden on team members who may not possess the knowledge and skillset to successfully plan events, consider the benefits of hiring a professional event planner. Certified Meeting Planners (CMPs) bring a wealth of knowledge and experience to the table. They understand the intricacies of event logistics, budgeting, and coordination, and they have established relationships with suppliers and venues that can be invaluable.
Here’s why a professional meeting planner is the better choice:
- Expertise in Event Planning: Meeting planners are trained and certified professionals who specialize in the planning and execution of events. They have the expertise to manage everything from the smallest details to the overall event strategy.
- Industry Connections: Professional planners have established relationships with venues, caterers, and other suppliers. These connections allow them to negotiate better rates and secure the best services for your event.
- Efficiency and Time Management: Meeting planners have the tools and processes in place to efficiently manage all aspects of an event. They can handle the workload without it impacting their other responsibilities—because planning events is their responsibility.
- Risk Management: Professional planners know how to anticipate and mitigate risks, ensuring that potential issues are addressed before they become problems.
The Struggles of Administrative Professionals vs. the Strengths of Professional Meeting Planners
| Administrative Professionals | Professional Meeting Planners |
|---|---|
| Lack of event planning experience | Specialized training and certification in event planning |
| Limited time due to regular job responsibilities | Full focus on planning and executing the event |
| No industry contacts or supplier relationships | Extensive network of trusted supplier and industry contacts |
| Overwhelmed by the complexity of event logistics | Proficient in managing all logistical aspects, from start to finish |
| High risk of turnover disrupting the planning process | Continuity and stability throughout the planning and execution phases |
| Overspending and financial inefficiencies | Strong negotiations and financial outcomes |
Conclusion
While administrative professionals play vital roles within your company, expecting them to plan and execute a successful conference or event is often asking too much. Not only does it cause internal inefficienices, but it also risks the success of the event. By hiring a professional meeting planner, you ensure that your event is managed by someone with the expertise, connections, and focus needed to make it a success. Don’t add more to your administrative team’s plate—bring in the professionals and watch your events and company thrive.
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