Outsourcing Events

Event Management Procurement

At WorldEvents we have a number of different models in place in terms of how we work with our clients. One of the key things to recognise is flexibility as no two clients’ needs are identical.

One such example of an outsource model is where our client contracts with us to manage all of their events on a global basis emanating from their European operations. We manage in the region of 100 plus events per year ranging from small management and advisory boards through to large scale congresses and sales conferences of over 1000 people.Key features of the relationship are:

We have a dedicated team who are positioned as our client’s conference team based in our offices and who work exclusively on the client’s events
The team have email addresses and business cards as if they were employees of the client

We are viewed and manage the client’s business as an extension of their marketing team - on internal organisation charts we are linked to the marketing department by a dotted line.
The client’s delegates do not perceive us to be an outsourced resource
We have tailored our dedicated bespoke event management software system, AgoraLive, to suit some of their specific needs such as integration with their travel company.

Quarterly review meetings take place involving the head of the department responsible for events, the head of procurement and the internal events manager. There are a number of service level agrements in place to ensure an optimum service for our client.

There are a number of benefits to this relationship one recent example is a project managed by WorldEvents to deliver best value. The outcome of this is that a significant number of events are driven through a relatively small number of destinations and venues to optimise buying power - key to the selection of the destinations was travel accessibility and travel costs from all key European cities. In operating in this way we have contributed to cost savings equivalent to over 20% of the client’s total annual event budget.

Other key benefits include:

Dedicated team leads to a high level of client knowledge
Thorough understanding of business allows for best advice
Consistency of key agency team members
Team working between client and agency to develop best service at best value
Team feel a part of the client’s organisation and vice versa
Recruitment and training can be tailored to client’s specific needs
Results in excellent team spirit between client and agency
Team benefit from extensive ongoing training to keep them at the forefront of the events industry and fully up to speed with the specific requirements of the client’s industry sector
Flexible resource from elsewhere in agency to manage peaks
Resource can be deployed elsewhere in instances of troughs

If you would like to discuss outsourcing some or all of your events and to find out more about the benefits of doing this then please contact Mark Saxby, Sales and Marketing Director, on 01274 854106 or via email mark.saxby@worldevents.com.

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Event Management Procurement