Amanda Cormier, Manager, Events, Supply Chain Management Association
Corporate galas can be grand affairs, replete with hors d’oeuvres, cocktails, centrepieces and sumptuous meals. This is all sourced by event planners, and the process has definite ties to procurement.
Strategic sourcing is key to planning, managing and executing events and there are many pieces to this puzzle. Is the event planner’s process in hiring suppliers different from that of procurement? Yes and no. Event planners tend to build relationships with suppliers and leverage those relationships in negotiation while considering their knowledge of that supplier when determining the hire. There is a perception that procurement departments view supplier sourcing in terms of numbers only.
But that perception is outdated. Procurement has evolved from focusing on reducing costs at the expense of the supplier to sustainably procuring goods and services aligned with the company’s strategic objectives. It’s about providing value through appropriate quality at a fair price, partnerships with suppliers that help provide a better product or service for the ultimate customer, procuring products and services that support the strategic objectives, being fair and transparent in competitive bidding and negotiating win-win solutions.
Event planners and procurement have similar goals. Cost, professionalism and experience are factors event planners and procurement look for when sourcing suppliers. The event planner’s objectives include a program that drives results for the company through revenue, attendee satisfaction, relationship building and so forth. Meetings and events aren’t about decreasing operational costs, but creating and driving business value. Still, events can be a large part of the company’s spend and should be connected to procurement.
Susan Mackay, National Events Specialist, Staples Advantage
When organizing an event, planners must first deal with the hotel at which the event will take place. Other areas to take care of within the hotel
include catering, audio-video requirements and the entertainment that will be featured. Those are the four major components of organizing any event. Of course, it’s necessary that attendees show up, so planners must also deal with getting out invitations, as well as organizing the production of posters and other marketing materials.
Perhaps most important to remember is the event’s theme. Setting that theme—be it winter wonderland, ballroom or 1960s-style—from the outset helps the rest fall into place.
Usually, it takes between three to six months from start to finish to organize and execute an event, depending on its size. Regarding catering, you must ensure a variety of food options. Some attendees have allergies or other health-related dietary considerations, so caution is necessary. As well, vegans and vegetarians must be provided with options. You don’t want anyone sitting through an event with nothing to eat.
There are considerations that also must be taken with alcohol. Most companies have a two-drink free policy, but coverage through PAL Insurance Brokers Ltd., a Canadian broker with programs that include speciality events and party alcohol liability, can protect the organizing company from liability.
Providing taxi chits helps partiers get home safely. Task people with standing near the door who, when they spot attendees on their way home who might require taxi service, can make the chits available. It’s helpful to deal with one taxi company. That way, there’s only one bill.