There are many elements that encompass event production; even a small event for 300 attendees could require event design, rigging, power, technician labor, project management, off-sites, trade-show exhibits, union labor, Internet, and finally -- the meeting’s audio visual requirements in the breakouts and plenary. Ensuring these pieces are running smoothly and all on the same page shouldn’t keep you awake at night.
Image source: ON Services at AAOMS hotel trade show
Recently, I met with a hotel venue executive in a region known for its plentiful meeting spaces and exemplary customer service. He spoke about the competitiveness in the industry and how tedious it is verifying every aspect of a meeting is flawless. “It’s important because it assists with client sustainability and retention, which benefits both the venue and city,” he noted. He gave an example of how the audio visual department had not connected with the vendor contracted to manage trade-show exhibits and it created undue stress on the meeting planner and hotel managers...consequently, affecting the quality of the event.
Increasingly, meeting planners and venue managers are seeking companies that can manage and collaborate on all aspects of event production to ensure the success of the event. This will allow the meeting planners and venue managers to focus on other areas of the meeting and assist in taking the event production headaches out of event planning.
Meeting planners and venue managers are busy focusing on other aspects i.e. registration, room blocks, transportation, F&B, government regulations, and billing. They should not have to ensure collaboration between event production vendors is ensuing.
Venue and meeting planners are seeking vendors that can collaborate and provide consistency in pricing, creativity, and project management to name a few. Planners that contract with a company that can be a ‘one stop shop’ and understand the value of event collaboration will save time and money while also empowering a partner who can ensure event success.