What We Do
We often get asked “but what is it that you do?”. While the events and entertainment industry is large, it’s still sometimes an area of unknown to folks not in the day-to-day life of event management. When we are talking with a new/potential client, “what do you do” is top of the list in things we address with them. This includes scope of work/service items such as;
Venue/Site selection - including physical location, but also city and state.
Vendor Procurement - finding, vetting, and communicating with vendors from catering to photo, décor to digital, and everything in between.
Project Management - ensuring all stakeholders are in the loop, on track and under budget.
Food & Beverage Planning - it’s one thing to contract a catering partner, it’s another to plan the actual food/beverage service. Planning the right format, layout, menu, etc. all comes in to play to ensure a successful event.
Branding + Marketing - does your company/event branding shine through? Or, do you need help getting this created?
Photo + Video - collateral for your company report & social media, promotion for a future event, and/or reports for your sponsors.
Design & Aesthetic - Ensuring that the event stands out, without going overboard. This includes floor plans, site maps, layouts, signage, stage sets, and more.
Linens, Rentals, Florals - aligned with Design & Aesthetic, you want to make sure it all flows cohesively. Additionally, you want someone who can sift through the contracts to see what is included where, so you don’t double up on items or delivery fees.
Ticketing & Registration - ensuring you find the right platform for your event, setting you up for success on check-in day. We wrote another post about this recently, HERE.
Communications - between attendee comms and internal comms, there’s a lot of information that needs to be efficiently communicated. We can help streamline this process, ensuring all parties have the information they need to create a stress-free and seamless event day.
Logistics Planning - ensuring all the pieces are in the right place, in advance of the event.
On-site Management - someone to bring everything together and manage it in real time (and help troubleshoot issues that arise day-of)
That’s the short list…..
But “what we do” also consists of things outside of our “scope of work”. Things that aren’t always written down on paper, but are critical to any event.
Serve as a traffic director during the planning phase, especially if multiple parties or stakeholders are involved. We can serve as the sounding board and final decision maker, which helps ease any potential tension when conflicting ideas might arise.
Help negotiate rates for products and services. We have a BIG portfolio of vendors and providers we work with, and often. We can leverage those relationships on behalf of our clients, to negotiate the best possible price for the best possible service.
Client relations - this means your clients, not ours. We serve as a point of contact at guest services so that we can answer your attendee’s questions in real time, leaving you the flexibility to be where you need….. with your clients.
Troubleshooting - it’s mentioned above, but deserves an additional mention here. We are planners, sure. We think through all the possible scenarios in advance of an event and mitigate these “issues” as much as possible. But inevitably, something will happen. Something will go wrong, something will cause a hiccup in the day - and when that happens, we swoop in to fix, solve, and redirect so that things keep on moving.
Heavy lifting - we take care of all on-site set up, load in, breakdown and strike - this gives you time to network with your attendees, rub shoulders with the sponsors, conduct media interviews, and get some sleep!
Coordinators of Chaos - There are SO many moving parts. From planning to pre-production, on-site/real time logistics, long show days, so many vendors and guest speakers - and don’t forget to include your attendees! A management firm can help keep all the pieces in place and the chaos to a minimum.
Extra hands - our team serves as an extension to your team, and an extra set of hands (or 10) to make sure everything is taken care of. Typically, small departments are tasked with creating an event for a company, and they just don’t have the bandwidth to do it all. Enter, your event management team.
Magic makers - we make magic happen. Every event, every day. Whether it’s a great attendee interface, conference data, unique experiences and offsites, and explosive content (and everything in between) - we help make magic happen in and around your event. It’s literally our job.
And so much more!