It takes no more than a glance through the MEA’s “Who’s Who in Meetings & Events” to see there are some 60 different categories of suppliers and an event of some significance may require the smooth co-ordination of at least half of these.
They typically include meet-and-greet, transport, accommodation, signage, special events management, insurance, photographers, interpreting services, attraction and cruise operators.
Recently the technical team at one of this country’s leading convention centres went beyond and above the call of duty to assist our staff when setting up for a conference which had the tightest of budgets. It left a lasting impression and I’ve little doubt our people will positively respond in kind if and when the occasion arises.
Meetings and event organisers are the midwives of the communications process and events are running at their best when we’re almost invisible. This is mostly achieved through the development and implementation of a plan which seamlessly brings together all the suppliers.
There’s seldom time for rehearsal, so it always pays to engage the support of suppliers with a good track record and who are able to see the “bigger picture”. For example, a printer with a nine to five mentality may do a perfect job, but the lack of flexibility could result in a delivery delay of just one hour. That could be a crucial hour which could result in the organisers being on the back foot for the rest of the day, imperilling the perception that the event is being efficiently managed.
In other instances, the flow-on effect can impact on to other suppliers. A fault with a cherry picker lift might result in the lighting rig for the gala dinner being delayed. This might mean the setting of tables and theming is impacted and the band doesn’t have time for sound checks. The list goes on and if the event manager lacks good relations with the suppliers, the wheels are more than likely to fall off.
The organiser’s client doesn’t need to be given a blow by blow account of the challenges being encountered during the delivery of the event, but it is essential they be apprised in a timely manner when it becomes clear there is a significant problem brewing. Dealt with properly and professionally, obstacles can become significant opportunities.
It’s all about relationships.
For more information, contact
Bryan Holliday at ICMS Australasia
on 02 9254-5000. www.icmsaust.com.au
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