Should companies centralise event procurement?
Most companies benefit from a hybrid model rather than fully centralising or fully decentralising. Central frameworks, preferred suppliers, benchmarking and reporting capture buying power and visibility, while individual teams retain choice over how their events look and feel. Full centralisation risks bottlenecks and resistance; full decentralisation loses leverage and visibility.
The question is rarely all-or-nothing. It is about which decisions to centralise and which to leave local.
The case for centralisation
Centralised sourcing builds leverage, delivers visibility, standardises contracts and enables real category management. Its risk is becoming a bottleneck teams route around.
The case for decentralisation
Local sourcing is fast and responsive and keeps creative control with the people who know the event. Its cost is fragmentation, duplicated suppliers and no line of sight — the very problems consolidation addresses.
Why hybrid usually wins
| Decentralised only | Hybrid model |
|---|---|
| Fast but fragmented | Fast, with central leverage |
| No spend visibility | Central reporting and analysis |
| Duplicated suppliers | Consolidated preferred network |
| Inconsistent contracts | Standard terms, local choice |
A hybrid model centralises leverage, standards and visibility while leaving event choice with the teams — the balance at the heart of a good event procurement strategy.
Design for adoption
Whichever way you lean, teams must find the model easier than going it alone — otherwise you create the maverick spend the model was meant to prevent.
Frequently asked questions
Is centralised procurement always cheaper?
It usually improves leverage and visibility, but only delivers if teams adopt it. A hybrid model tends to capture most of the value with less resistance.
Won't central sourcing slow events down?
Not if it's designed well. Preferred suppliers and clear routes usually make sourcing faster, not slower.
How do we choose a model?
Base it on your spend profile, culture and event mix — a procurement review helps you decide.