five ways, event project manager, pays off, on services, event technology

5 Ways Your Event Project Manager Pays Off

By Travis Salsig, ON Services, June 15, 2023

An event project manager can be invaluable in conferences and conventions, streamlining various aspects and ultimately saving you both time and money.

When working with a reliable AV production partner, they will provide you with an exceptional event project manager who will support you at every stage. A competent project manager stays updated with the latest trends and technologies, ensuring that you receive the maximum value for your investment.

Here are five ways they can help you save money

1. Expertise in Venue Selection

convention center next to rupp arena in downtown lexington, kentucky, main street pedestrian area, hotels and business offices buildings surrounding the venue, expertise in venue selection

An experienced event project manager will have extensive knowledge of various venues, including major hotels and convention centers. They can provide valuable recommendations based on your budget and event goals.Their understanding of the venues' layouts, logistical challenges, and labor requirements can help you make informed decisions and avoid costly mistakes.

By involving the event project manager early in the venue selection process, you can maximize efficiency and reduce unnecessary expenses.

2. Access to Trusted Suppliers

Booking suppliers for different aspects of your event can be overwhelming and time-consuming. However, an event project manager, especially one working closely with an AV production partner, can offer a network of trusted suppliers.

Whether you need entertainment, decor, or specialized services, their connections and industry knowledge can save you the hassle of extensive research and ensure that you work with reliable professionals. This reduces the risk of overpaying or dealing with underperforming suppliers.

3. Budget Optimization and Cost Control

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Managing the AV budget effectively is a crucial aspect of any event. An experienced event project manager understands the financial considerations involved in AV services. They analyze your requirements, recommend cost-effective solutions, and help allocate your budget wisely.

By leveraging their expertise and industry knowledge, they optimize your AV spending while maintaining high-quality services, resulting in cost savings for your events.

4. Efficient Timeline Management

Planning an event involves numerous deadlines and dependencies. An event project manager excels in creating a comprehensive timeline and ensuring that all tasks are completed on schedule. By maintaining a well-structured timeline, they minimize the risk of last-minute changes or rush orders, which can be costly. Timely execution of tasks enables better coordination among suppliers, staff, and attendees, contributing to a smoother event experience while keeping unnecessary expenses in check.

5. Proactive Risk Management

Events can be subject to various risks that may impact the budget and overall success. A skilled event project manager anticipates potential risks and implements effective risk management strategies. This includes developing contingency plans for unpredictable factors like weather conditions, ensuring proper insurance coverage, and establishing protocols to handle unforeseen circumstances. By addressing risks proactively, they mitigate the chances of costly disruptions and safeguard your investment.

audience applauding speaker after conference presentation, proactive risk management

The success of any event is often measured by the experience it provides to attendees. An event project manager specializes in creating engaging AV experiences that leave a lasting impression. They work closely with you to understand your event's theme and goals and design audiovisual solutions that enhance presentations, engage audiences, and create a dynamic atmosphere.

From stunning visuals to immersive sound experiences, they elevate the overall attendee experience, making your event unforgettable.

Leveraging the expertise of an event project manager, will allow you to tap into their knowledge, industry connections, and organizational skills to optimize your event planning process. Their ability to handle venue selection, supplier recommendations, budget management, timeline coordination, and risk mitigation contributes to cost savings, improved efficiency, and overall event success. Working closely with a reputable AV production partner who provides seasoned project managers at no additional charge can further enhance these benefits.

ON Services helps clients move their audience to action through powerful live events.
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