Top 7 Benefits of Outsourcing Event Management

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Sometimes, the most effective approach to business growth involves looking beyond the confines of the organization.

While establishing a skilled in-house team may seem logical, outsourcing work can emerge as a strategic move, particularly when companies confront labor shortages and escalating production costs.

Outsourcing proves to be a cost-effective option when there is a pressing need to rapidly scale up market share, staffing, and production. Numerous advantages accompany outsourcing, and when executed judiciously, it enhances the overall performance of your staff by improving efficiency and allowing them to concentrate on their core responsibilities.

Are you finding it challenging to manage your upcoming business events or conferences? You are not alone.

Outsourcing event and meeting management can yield a myriad of remarkable results. But what precisely is outsourcing event management, and how can it benefit your business?

Let’s break it down.

What is Event Management?

An image showing a few people discussing what is event management

Event management involves strategically planning and executing events to achieve specific business objectives. These events vary from corporate conferences and product launches to trade shows and employee training sessions.  

But do you know the primary goal?

Well, their primary goal is to create impactful experiences that benefit the company, either by increasing brand awareness, fostering client relationships, launching new products, or boosting employee morale.

Now you must be thinking about –

Why should you Outsource Event Management?

According to the Forbes article Who Are The Major Players Disrupting The Events Industry?, 5 to 8 weeks is the average time B2B companies spend planning events. This shows the importance of effective event management well in advance. Here’s where outsourcing can step in to streamline your workload.

By outsourcing event management you can not only save your business hours but also cut down your spending costs and focus on other vital things that can acquire or retain your clients.

Many businesses outsource because professionals do it best. Furthermore, they make events effective, efficient, and impressive.

There are many more benefits that you can gain by outsourcing event management. Let us explore here.

7 Benefits of Outsourcing Event Management for Effective Event Management

Here are the 7 benefits that you can leverage by outsourcing event management:

1. Reduce Your Labour Cost💰

The single most significant cost for most businesses is labour. Salaries are constantly increasing, and the monthly payment doesn’t include the cost of total compensation, including training, health care, travel, and other perks. Infrastructure, technology, and equipment costs can also impact your bottom line.

  • In Operational Costs. Outsourcing eliminates expenses related to maintaining office space, equipment, and utilities for in-house event management.
  • In Staffing and Training. You don’t have to spend money hiring and training event staff when you outsource, as the outsourcing company already has experienced professionals.
  • By Accessing Industry Discounts and Vendor Relationships. Outsourcing firms have strong relationships with event-related vendors, allowing you to secure cost-effective deals on venues, catering, and decorations.

This cost-efficient approach allows you to allocate your resources more effectively and make your events more budget-friendly.

2. Level up your Event with Professionals’ Expertise and Experience

You bring seasoned professionals who can elevate your events to the next level when you choose to outsource event management.

Here’s why:

  • They Know Their Stuff– Specialized Knowledge and Skill Sets: Event management companies are experts in the field. They stay updated with the latest trends, technologies, and industry best practices, ensuring that your event is on the cutting edge.
  • No Surprises – Risk Mitigation through Professional Planning: These experienced professionals have encountered and overcome numerous challenges in the past. They excel at identifying potential issues and devising strategies to avoid them, ensuring your event runs smoothly.
  • They’ve Got It Covered – Handling Complex Logistics with Ease: From coordinating schedules to managing vendors, outsourcing experts navigate the intricate details of event planning effortlessly, thanks to their years of experience. And one prominent example is JTB India. They offer comprehensive event and conference services. Their services include venue booking, meeting organization, accommodation arrangements, sightseeing tours, and much more.

For instance, Apple Inc. outsources event planning to tap into specialized expertise and resources, allowing them to focus on their core strengths. The outsourced event management firm expertly plans and executes its events. They handle logistics, technical details, security, and international coordination, ensuring smooth operations and media relations.

An image showing Apple Inc.’s product launch event organized by outsourced event management

As a result, Apple achieves seamless events that reinforce its global brand as an innovation leader. Outsourcing ensures efficiency, scalability, and risk reduction. It allows Apple to captivate worldwide audiences, leaving a lasting impression and enhancing its reputation as a reliable event host.

This is how outsourcing event management makes your events exceptional and stress-free.

3. SAVE Your Precious Time⌛

Did you know that businesses using event management software save an average of 223 hours per year?

This is one of the key reasons why many businesses choose to outsource event management. It’s like having an extra set of hands for your business, offering numerous advantages, with time-saving being among the most significant.

Here’s how it works:

  • Focus on What Matters aka your Core Business Activities: When you let experts handle your events, you can concentrate on what your business does best. This means more time for growing your company, serving customers, and boosting profits.
  • Streamlined Planning and Execution: Event professionals have a well-oiled system in place. They can plan and execute events efficiently.
  • Less Stress and Improved Work-Life Balance: Juggling event planning alongside your regular tasks can be overwhelming. Outsourcing relieves that burden, reducing stress and giving you more time to enjoy your personal life. Moreover, you can rely on the JTB Connect Interface  as it reduces the business’s workload while maintaining quality.
  • Streamlined and detailed MIS & Analytical Reports: Obtain comprehensive business reports featuring insights on savings, user spending trends, dashboards, and any desired business reports for easier analysis.

Therefore, effective outsourcing event management saves your time, and effort, ensures events run smoothly, and gives you a better work-life balance.

4. Access to Multiple Resources

Outsourcing event management is like opening a treasure chest of resources to make your events spectacular.

Here’s how:

  • Wide Network of Industry Contacts: Event management professionals have a vast network of contacts in the industry. This means they can easily find the right vendors, venues, and partners to make your event a success.
  • Cool Event Gadgets: Outsourcing companies invest in the latest event technology and tools. This ensures that your event benefits from cutting-edge solutions, making it more engaging and efficient.
  • Diverse Event Ideas and Creative Concepts: Event experts bring a lot of creative ideas to the table. They’ve seen and executed a wide range of events, which means they can offer fresh and innovative concepts to make your event stand out.

That’s how outsourcing provides a treasure trove of resources that can elevate your event to new heights and make your events unforgettable.

5. Quickly Adapt Flexibility and Scalability

Another benefit of outsourcing event management is flexibility and scalability. It is like having a superhero to scale up your events. 

But how is it a game-changer? 

Find it out here:

  • Ability to Adapt to Changing Requirements: Events can be unpredictable. When you outsource, you have experts who can quickly adjust to changes, whether it’s a sudden change in the event’s theme or a shift in requirements.
  • Scaling Up or Down Based on Event Size and Scope: Not all events are the same size. Outsourcing allows you to scale your event management up or down as needed. Whether it’s a small gathering or a large convention, you’re covered.
  • Agility in Managing Last-Minute Surprises: Sometimes, last-minute surprises happen. Outsourcing experts are nimble and can handle unexpected adjustments efficiently, ensuring your event goes off without a hitch.

Whether your event gets bigger, or smaller, or needs quick changes, outsourcing has you covered.

6. Improve Attendee Experience😊

Outsourcing event management isn’t just about planning; it’s about creating MEMORABLE experiences for your attendees.

So what should you do to increase their satisfaction?

Dive in here:

  • Enhance Event Design and Creativity: Event professionals bring a wealth of creative ideas to the table. They can design your event to be visually appealing and engaging, making it more enjoyable for attendees.
  • Seamless Registration and Check-In Processes: Long lines and registration hassles can dampen attendee spirits. Outsourcing ensures smooth, hassle-free registration and check-in experiences, starting the event on the right foot.
  • Effective Crowd Management and Guest Engagement: Managing a large crowd and keeping guests engaged is no small feat. Event experts excel in crowd management and know how to create interactive elements that keep attendees entertained and involved.

For instance, Google, a technology giant, outsources event management to access specialized expertise and resources, freeing them to focus on their core technology strengths. The event management firm handles detailed event planning and execution, from venue selection to technical setups. They ensure seamless experiences for attendees, handle security, and manage international logistics and media relations. Post-event, they analyze feedback for improvements.

An image showing Google’s upcoming events that are managed by outsourced event managers on a huge level

And what’s the result? – Google’s outsourcing ensures flawless event execution, enhancing its reputation as a tech leader. It optimizes resources, scales efficiently, and minimizes risks. This partnership consistently delivers impactful events that engage a global audience and reinforce Google’s image as an innovation powerhouse. These events serve as platforms to unveil cutting-edge tech and drive industry standards.

In simple terms, make your attendees happy by offering them a seamless experience. This is your chance to create an event that people remember and love.

7. Enhance Event Insights with Measurement and Analysis 📈

When you outsource event management, you gain an invaluable benefit – the ability to measure and analyze your events comprehensively. It’s like having a powerful telescope to see what’s working and what needs improvement.

  • Post-Event Evaluation and Feedback: After the event wraps up, experts delve into feedback and data. They evaluate attendee experiences, identifying strengths and areas for improvement. Notably, post-event engagement is carried out by 66% of event managers through thank-you emails.
  • Data-Driven Decision-Making for Future Events: Outsourcing professionals use data to make informed decisions for future events. This means you can build on successes and avoid repeating mistakes.
  • Continuous Improvement in Event Strategy: With the insights gained, event strategies can be continually refined. This iterative process leads to better and more engaging events over time.

Outsourcing event management means you get a clear picture of how your events are doing. You use this knowledge to make events even better next time.

Now that you know the benefits, it’s time to wrap up our discussion.


Outsourcing is a powerful strategy in the event management world. It is much more than just a trend. And when we look at the benefits, it’s crystal clear that outsourcing can improve your events in multiple ways.

That’s why outsource event management if you haven’t. If you’re in search of an event management company then consider JTB India. It is one of the best examples of how outsourcing can transform ordinary events. 

An infographic showing JTB India's services including - accommodation, transfers, catering, interpreting, VIP services, production of commemorative items, and local sightseeing tours for managing events and conferences.

They manage everything from booking venues to organizing sightseeing tours, ensuring efficient and high-quality event planning. Some examples of events managed by them include kick-off meetings, anniversaries, incentive parties, workshops, exhibitions, and international conferences.

So, if you want to elevate your events while reducing your workload, consider outsourcing. It leads to smoother and more memorable events, and with JTB India, the possibilities are limitless for realizing your event dreams.

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