How to Balance the Scope of Event Management with Available Resources

When designing a request for proposal (RFP) or call for applications for event planning & management, it can be challenging to determine what your actual needs are. This is especially true if your event is the first of its kind, or if you are looking for outside help after relying on internal team members to run your previous events. It’s important to consider your available resources (that’s time, team, and budget) and what you will need to bring in from outside sources before entering into a contractual agreement for event planning and management services.

First, The ‘What’ and the ‘Why’.

First, be honest about why you are enlisting outside help and what you need the most help with. Is your team overwhelmed with current responsibilities and cannot lend support to the process, or are you simply looking to level up your existing events with strategic guidance? Are you looking for outside help with an established event for the first time, or are you starting from scratch and need an expert to guide you through the entire process? Are you a global organization looking to host in the US for the first time, and need a trusted partner to carry you through? Whether you’re considering full-time support, a consultant, or an agency relationship, you’ll need to know what needs to be done and what can realistically be handled by your team.

Next, it’s time to talk money. Determine whether your event will need to be revenue-generating or not. Are you looking to create a new revenue stream with your event, point event attendees to an existing revenue stream in your business, or both? When you create your event budget, consider the event business model. Will it be hosted, sponsored, or will ticket revenue offset the costs? Many of our Clients, especially nonprofits, rely on a combination of revenue streams to support their events. Depending on your goals, hosted events offer an advantage as the organization will have ownership of the entire event experience. However, it is not feasible for all organizations. This will help determine your budget for hiring an event management professional.

Finally, look at the calendar and determine the length of time you have to plan the event. How far is your desired event date from today? What projects are on your team’s plate in that time? Do you have any key decision-makers who are unavailable, on vacation, or tied up with Executive responsibilities at any key points throughout the year? The less time you have, the more outside support you may need. Of course, you’ll need to balance all three to meet your goals.

When considering your desired budget and profit goals, the current projects on your team’s plate outside of events, and what you expect from outside support, you’ll be able to make better decisions and onboard the right support to take your event to the next level, or to create something incredible and unique that represents your brand in the best way possible.

Offer: January 2026 begins another year of change and uncertainty across the globe. Get the expert strategic and tactical advice your event needs at 26% off the typical price. On our Catalyst Calls, we’ve helped Clients build an event budget; create a bespoke sponsorship deck; create their event timeline and milestones or determine what type of partners are best suited to support. Ask Us Anything, with no obligation to book full-service planning.