From Paint Fumes to Planning Pros: The Case for Hiring Help in Conference Planning

Last week, I tackled my first summer project: painting my daughter’s bedroom. Now, I’ve painted rooms before—I knew exactly what I was getting into. Still, what I envisioned as a quick refresh turned into a three-day juggling act involving late-night painting sessions, entertaining kids on summer break, and maneuvering through a home that looked more like a storage unit than a sanctuary. My office was crammed with furniture, my living room had become my daughter’s temporary bedroom, and my anxiety crept higher with every paint-covered brushstroke.

By day three, as I stood back admiring the final coat of “just-the-right-shade-of-pink,” a thought crossed my mind: How much would it have cost to hire a professional painter? Not because I didn’t enjoy the process—there’s nothing quite like the satisfaction of a DIY win—but because a pro could’ve completed the job in half the time (with zero mess in the rest of the house). That time, energy, and sanity—what would that have been worth?

And that brings me to the world of conference and convention planning.

The Hidden Costs of DIY

When planning an event, it’s easy to fall into the “I’ve got this” mindset. And sometimes, you do. You may have a team with experience, a reliable venue, and a vision you’re confident in bringing to life. But too often, we underestimate the time, logistics, and expertise it takes to pull off a successful event—especially when you're wearing multiple hats.

Just like painting a room, planning a conference has a lot of moving parts. Booking speakers, managing AV, designing the room layout, handling registration, signage, catering, décor, and attendee communication—it adds up. And it doesn’t always go as planned.

What Professionals Bring to the Table

When you hire professional services—whether it's event producers, décor teams, photographers, or logistics coordinators—you’re not just paying for their time. You’re paying for their experience.

They’ve seen what works and what doesn’t. They’ve navigated last-minute speaker cancellations, power outages, and caterers who forgot the vegetarian meals. They know what to anticipate, what to streamline, and how to save you time and stress—before you even know you need saving.

Take, for example, a venue’s in-house tech has failed during rehearsal, and within 90 minutes, the hired production team has rerouted equipment, tested new mics, and has the room show-ready. No one in the audience ever knew there was a problem. That’s the kind of calm-in-the-chaos that only seasoned professionals can bring.

Understanding the Value of Experience

I often catch myself saying, “It’ll only take a few minutes,” when I’m asked to handle certain tasks. But the truth is—it only takes me a few minutes because I’ve done it a hundred times before. Years of hands-on experience make things feel easy, but that ease has value. It’s the same value a good vendor brings to your event.

So the next time you’re mapping out your event strategy, ask yourself: Where is my time best spent? Is it juggling centerpieces and shipping boxes, or focusing on high-level goals like content, partnerships, and attendee experience?

Just like I debated hiring that painter, consider when it's worth bringing in help. The investment may just save your sanity—and ensure your event leaves a lasting impression.