From Hesitation to Acceleration – How to Get Started with Event Freelancers

Event freelancers are a hidden gem in the bustling world of meetings and events. They bring unique skills, flexibility, and cost-effectiveness to the table, making them an invaluable resource for businesses looking to diversify their workforce and get the most out of their events. From event managers and coordinators to planners and audio-visual technicians, event freelancers have the skills and experience to support any and all aspects of the event management lifecycle.

But how exactly can companies tap into this pool of talent? Let’s dive in!

To start working with event freelancers, businesses should first identify their meeting and event talent needs. This could include logistics planning, event design, and technical support, just to name a few. Once these needs are identified, businesses can seek out freelancers who specialize in these areas.

Additionally, companies should look back at their historical data to identify trends in meeting volume, common seasonality, and any talent gaps that have historically burdened them.

A common barrier to getting started with event freelancers is identifying a strategic, long-term approach to sourcing talent. In addition to sourcing, companies need to take into consideration how they will (compliantly) engage, classify, pay, and retain freelancers.

Solutions like Plannernet provide a convenient and compliant way for businesses to connect with top-tier freelance event professionals. Plannernet offers access to a diverse pool of freelancers but also manages the entire end-to-end process of event freelancer engagement, so you and your team can focus on other core activities.

Developing clear policies and procedures to ensure compliance with labor laws and regulations is critical to launching a successful event freelancer program. This can be daunting for internal teams as the workforce compliance landscape changes regularly.

The best practice is to find a sourcing provider that not only gives you access to talent but also understands the applicable local, state, and federal regulations where you plan to tap into freelancers.

In addition to compliance, having clear processes enables clients and freelancers to align on objectives, expectations, timelines, and overall project scopes. Again, this is where an end-to-end partner can (and should) support.

Regularly evaluating the effectiveness of your freelancer program, and making necessary adjustments ensures your program continually improves and evolves as needed. As you evaluate, ask yourself questions such as:

• Am I finding the right skill sets I need through this program?
• Should some roles be brought in-house?
• Am I finding the roles quickly enough to not delay productivity or miss out on revenue opportunities?
• Are there other areas of the business that would benefit from this program?

Numerous businesses have successfully leveraged freelancers for their events. For instance, with the help of Plannernet, a client supporting Grainger sourced 70 freelance meeting professionals for a large tradeshow. The result was a highly successful event that exceeded expectations and delivered significant ROI.

Treating freelancers as valuable extensions of your team is crucial to building a strong partnership with them. Transparent communication, prompt payment, and respect for their professional autonomy go a long way in fostering a positive working partnership between your business and theirs.

Event freelancers can be a strategic solution for any meeting & event team looking to stay agile and adaptable to change. They offer flexibility to scale as needed based on your specific needs and can expand your access to a wider pool of industry experts.

If you follow the tips above, you will be well on your way to turning your event freelancer program into a powerful growth tool for your meetings and events.

By leveraging a solution like Plannernet which adheres to these best practices, companies can maximize the value of event freelancers and drive success in their event initiatives. Contact us to learn more.