Well… here we are. You have either read our first blog on How to Plan the Perfect Event (and now you are exhausted), or you have just stumbled here after searching for “emergency event planning help.” Either way, welcome.
As you have ended up here, we presume you know the truth by now: being an event professional is not what it’s made out to look like. We are the detail-oriented, contingency-wielding experts who make the magic look effortless.
So, when exactly should you stop trying to manage everything yourself and send us that email? We can jump into the process right at the start when the brief is blank, at the venue search stage, or even much later if your initial plans hit a wall of supplier negotiation, complicated contracts, or date clashes.
Now, let us get into the five clear signs it is time to call in Ex Events.
Five Clear Signs You Need to Phone a Friend (Us)
1. The Last Event Was a Disaster
It happens. On paper, it seemed like a guaranteed success, but on the day, it imploded. A key supplier didn’t show up, the main contact was off sick, or a sudden downpour exposed the venue’s leaky roof. The possibilities for small things (or bigger things) to go wrong are endless, unfortunately.
That is why we do what we do. We build in redundancies, check paperwork twice, and have backup plans for the backup plans. Our job is to ease the process and make it look to your guests like a single, seamless, mistake-free operation.
2. The Previous Event Went Well, But You Didn’t Stop Moving
Success, but at what cost? You planned it perfectly, yet you spent the entire night running between the kitchen, the DJ booth, and the coat check. You were the planner, the host, the logistics manager, and the emergency plumber.
If you weren’t able to take a moment to breath and enjoy the guests’ company, that is a massive sign you need experts on site. Handing over the reins means you get to be the relaxed host who actually enjoys the party you paid for.
3. You Have No Idea Where to Start (The Blank Page Syndrome)
You have a mandate: “Organise the annual conference.” You have the budget. But you have zero ideas for themes, format, or a compelling venue. The clock is ticking, and the page is blank.
This is our bread and butter! We thrive on turning a vague idea into a crystallised vision. We will set the intention, find the inspiration, and build the entire structure from the ground up, saving you weeks of staring at your computer screen.
4. Drowning in Supplier Paperwork
The venue is booked, but now you have to vet the insurance, chase signed contracts, manage load-in times for three different vendors, and deal with an endless stream of invoicing. Paperwork and legal fine print are the least glamorous, most crucial part of event management.
Ex Events handles this entire headache. We negotiate, contract, and manage every single supplier on your behalf. We are the single point of contact, ensuring all those tricky contractual agreements are finalised and ready to go, without you having to lift a finger.
5. Too Many Events, Too Little Time
Perhaps you are a stellar planner, but your company’s schedule has become relentless: a quarterly launch party, a summer retreat, and two major conferences. You have reached peak capacity, and stretching yourself any thinner will compromise the quality of everything
Bring us in as an extension of your team. We can manage the entire lifecycle of an event, allowing you to focus on your core business tasks. We provide the extra bandwidth and expertise needed to deliver multiple high-quality events simultaneously.
The Ex Events Difference
You do not have to wait for a disaster. We can enter the process at any stage to streamline, elevate, and secure your event.
Bonus Tip
If you’re unsure how to place trust in your event professional, know that we will spend months working alongside you prior to the event to so we can build a strong foundation of trust and synergy. We’re partners, not just providers.
Ready to make your next event a success you will actually get to enjoy?
