Outsourcing event management can happen at different levels.

Full outsourcing: the agency takes the entire process off your hands, from concept to evaluation. You set the goal and the budget; they do the rest.

Partial outsourcing: you do part of it yourself (e.g. communications and invitations) and outsource the rest (concept, venue, production). This works well if you already have in-house event experience.

Consultancy: the agency thinks with you and advises, but you execute yourself. Ideal for organisations that want to learn and grow in event management.

At Live Impact we're flexible. We adapt our role to what you need, from fully hands-off to sparring from a distance.

Time savings: a mid-size event takes 200 to 400 hours. You can spend those hours on your core activities instead.

Better quality: an agency does this every day. They know the pitfalls, have the contacts and know what works.

Cost savings: through better supplier rates and avoiding costly mistakes, an agency often pays for itself.

Creativity: an external agency brings fresh ideas and a different perspective on your organisation.

Stress reduction: on the day itself, you can enjoy instead of running around.

Outsourcing is almost always smart for events with 100 or more guests and at strategically important moments (anniversary, product launch or client event). It's also smart if your team has no event experience, or if the quality bar is set high.

For smaller, informal gatherings you can do it yourself just fine. But as soon as the stakes get higher, professional help is a smart investment. Think of moments where the event touches your brand, your culture or your relationships.

The cost depends on the scope and the degree of outsourcing.

Single event: 10 to 20% of the total budget.
Annual contract (multiple events): fixed retainer + fee per event.
Consultancy: €150 to €250 per hour.

Count the cost and the upside. An agency saves you hundreds of hours and delivers a more professional result. It also prevents expensive mistakes. The return is almost always positive.

The choice of agency matters. You're entering into an intensive partnership, after all. Look at experience in your sector or with your type of events. Look at the creative quality of their work (portfolio) and the transparency around cost and approach. Also assess the people you'll be working with (the personal click) and the flexibility in the partnership.

Always ask for references and speak to previous clients. And choose an agency that listens and digs deeper, not one that comes straight in with an off-the-shelf answer.

At Live Impact, we take event management off your hands in the way that suits you. We go from fully hands-off to strategic sparring. We do that with creativity, transparency and an eye for impact.

Get in touch for an informal chat. Call 085 401 40 14 or email hello@live-impact.nl. Or send a brief via /briefing.

Seriously fun.